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InformationNOW TN

State Exports and Reports

2016

Information in this document is subject to change without notice. Student and school data used herein are fictitious unless otherwise noted. The contents of this document are the property of Chalkable. This information is intended for users of the Chalkable suite of products only. Reproduction or redistribution of these materials to anyone other than Chalkable customers or users of Chalkable Software is prohibited without prior written consent from Chalkable. © 2007-2016 Chalkable. All rights reserved. Microsoft, Windows, Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Other product and company names herein may be the trademarks of their respective owners. Chalkable USA Technology and Research Park 739 North University Blvd, Suite 2000 Mobile, AL 36608 (800) 844-0884 This document was last modified on April 28, 2016. Any subsequent changes made to the applications described herein will be discussed in the release notes that accompany each product’s update.

InformationNOW TN State Exports and Reports Chalkable_0428161126 Contents • iii

Contents

InformationNOW TN – State Exports and Reports 1 Overview ...................................................................................................................................1

InformationNOW TN – 200 Day Calendar 010 2 Data Setup & Entry....................................................................................................................2

Calendar Event Codes .................................................................................................6 Calendar Event Requirements .....................................................................................7

File Layout...............................................................................................................................10

InformationNOW TN – 200 Day Event Calendar 011 12 Data Setup & Entry..................................................................................................................12

Calendar Event Codes ...............................................................................................15 Calendar Event Requirements ...................................................................................16

File Layout...............................................................................................................................17 File Format Sample ...................................................................................................18

InformationNOW TN – District Bus 015 19 Data Setup & Entry..................................................................................................................19 File Layout...............................................................................................................................21

InformationNOW TN – District Bus Staff 016 23 Data Setup & Entry..................................................................................................................23 File Layout...............................................................................................................................24

InformationNOW TN – Instructional Program 020 25 Data Setup & Entry..................................................................................................................25


File Layout...............................................................................................................................29

InformationNOW TN – Instructional Program Period 021 31 Data Setup & Entry..................................................................................................................31 File Layout...............................................................................................................................34

InformationNOW TN – School Days 022 35 Data Setup & Entry..................................................................................................................35


File Layout...............................................................................................................................38

iv • Contents Chalkable_0428161126 InformationNOW TN State Exports and Reports

InformationNOW TN – Class Section 03 40 Data Setup & Entry..................................................................................................................40 File Layout...............................................................................................................................41

InformationNOW TN – Class Section Schedule 031 44 Data Setup & Entry..................................................................................................................44 File Layout...............................................................................................................................49

InformationNOW TN – Student 52 Data Setup & Entry..................................................................................................................52 File Layout...............................................................................................................................56

InformationNOW TN – Student Enrollment 041 59 Data Setup & Entry..................................................................................................................59 File Layout...............................................................................................................................64

InformationNOW TN – Student Funding Status 042 67 Data Setup & Entry..................................................................................................................67 File Layout...............................................................................................................................69

InformationNOW TN – Student Instructional Grade 043 70 Data Setup & Entry..................................................................................................................70 File Layout...............................................................................................................................73

InformationNOW TN – Student Classification 044 74 Data Setup & Entry..................................................................................................................74 File Layout...............................................................................................................................78

InformationNOW TN – Student Transportation 045 80 Data Setup & Entry..................................................................................................................80 File Layout...............................................................................................................................82

InformationNOW TN – Student Disciplinary Action 84 Data Setup & Entry..................................................................................................................84

Setup..........................................................................................................................84 Data Entry .................................................................................................................86

File Layout...............................................................................................................................88

InformationNOW TN – Student Standard Day 047 90 Data Setup & Entry..................................................................................................................90 File Layout...............................................................................................................................93

InformationNOW TN – Student Class Assignment 048 95 Data Setup & Entry..................................................................................................................95 File Layout...............................................................................................................................98

InformationNOW TN – Student Attendance 049 99

InformationNOW TN State Exports and Reports Chalkable_0428161126 Contents • v

Data Setup & Entry..................................................................................................................99 Absent Reason and Category................................................................................... 100

File Layout............................................................................................................................. 102

InformationNOW TN – Student Withdraw 050 103 Data Setup & Entry................................................................................................................ 103 File Layout............................................................................................................................. 106

InformationNOW TN – Student End Of Service 051 107 Data Setup & Entry................................................................................................................ 107 File Layout............................................................................................................................. 109

InformationNOW TN – Student Club Membership 052 111 Data Setup & Entry................................................................................................................ 111 File Layout............................................................................................................................. 114

InformationNOW TN – Staff Member 060 115 Data Setup & Entry................................................................................................................ 115 File Layout............................................................................................................................. 118

InformationNOW TN – Staff Member Current Assignment 062 121 Data Setup & Entry................................................................................................................ 121 File Layout............................................................................................................................. 124

InformationNOW TN – Staff Member Class Assignment 063 125 Data Setup & Entry................................................................................................................ 125 File Layout............................................................................................................................. 127

InformationNOW TN – Student Final Grade 080 128 Data Setup & Entry................................................................................................................ 128 File Layout............................................................................................................................. 134

InformationNOW TN – Student Instructional Services 081 137 Data Setup & Entry................................................................................................................ 137 File Layout............................................................................................................................. 139

InformationNOW TN – Student Support Services 082 140 Data Setup & Entry................................................................................................................ 140 File Layout............................................................................................................................. 142

InformationNOW TN – Student Choice Applied 083 144 Data Setup & Entry................................................................................................................ 144 File Layout............................................................................................................................. 145

200 Day Accountability 146 Data Setup & Entry................................................................................................................ 146

Calendar Events....................................................................................................... 148

vi • Contents Chalkable_0428161126 InformationNOW TN State Exports and Reports

Data Layout ............................................................................................................. 149

ADM Vocational Report 152 Data Setup & Entry................................................................................................................ 152

Calculations for Standard Day................................................................................. 154 Layout......................................................................................................................155 Report Layout.......................................................................................................... 157

Transportation ADT Report 157 Data Setup & Entry................................................................................................................ 157

Setup........................................................................................................................157 Layout......................................................................................................................158 Report Layout.......................................................................................................... 159

InformationNOW TN –Discipline Report 160 Data Setup & Entry................................................................................................................ 160

Setup........................................................................................................................160 Data Entry ............................................................................................................... 163

Report Layout ........................................................................................................................ 165

InformationNOW TN – Annual Dropout Report 170 Data Setup & Entry................................................................................................................ 170 Report Layout ........................................................................................................................ 171

InformationNOW TN – End of Month Membership Report 171 Data Setup & Entry................................................................................................................ 171 Report Layout ........................................................................................................................ 173

InformationNOW TN – Net Enrollment Report 173 Data Setup & Entry................................................................................................................ 173 Report Layout ........................................................................................................................ 175

InformationNOW TN – Preliminary School Report – Grades PK-12 175 Data Setup & Entry................................................................................................................ 175

Collection Period Rules........................................................................................... 177 State Course Number Rules..................................................................................... 177 EIA Max Capacity Rules.........................................................................................177

Report Layout ........................................................................................................................ 178 Grade Level Group Class Size................................................................................. 178 Illegal Splits............................................................................................................. 179 Multiage ..................................................................................................................179 Report Layout.......................................................................................................... 180

InformationNOW TN – Preliminary Staff Report 181 Data Setup & Entry................................................................................................................ 181

Layout......................................................................................................................182 Section Staff Details ................................................................................................ 183

Report Layout ........................................................................................................................ 183 Staff Classification .................................................................................................. 184

InformationNOW TN State Exports and Reports Chalkable_0428161126 Contents • vii

InformationNOW TN – Number of Promotions and Retentions Report 187 Data Setup & Entry................................................................................................................ 187 Report Types.......................................................................................................................... 188 Report Collection................................................................................................................... 188 Report Layout ........................................................................................................................ 189 Report Layout ........................................................................................................................ 190

InformationNOW TN – Report of 12th Graders/Special Education Report of 12th Graders 191

Data Setup & Entry................................................................................................................ 191 Regular Students...................................................................................................... 193 Special Education Students ..................................................................................... 194 Report Layout.......................................................................................................... 195

Report Layout ........................................................................................................................ 196

InformationNOW TN – Roster Of Graduates Report 196 Data Setup & Entry................................................................................................................ 196 Report Layout ........................................................................................................................ 198

InformationNOW TN – Special Education Import and State ID Import 200 About this Report................................................................................................................... 200

Index 201

InformationNOW TN State Exports and Reports InformationNOW TN – State Exports and Reports • 1

InformationNOW TN – State Exports and Reports

Overview This document is intended to provide Tennessee users at both the school and district levels with instructions to set up InformationNOW for the collection and reporting of state-required data.

2 • InformationNOW TN – 200 Day Calendar 010 InformationNOW TN State Exports and Reports

InformationNOW TN – 200 Day Calendar 010

Data Setup & Entry The purpose of this TN 200 Day Calendar is to collect and aggregate school calendar information. This is the District Calendar. A district may have more than one calendar. InformationNOW only allows for one District Calendar. School calendars will be set up and a school custom field will be used to indicate that they will provide data for the District Calendar extracts.

Note: Use Share School Setup to copy the school calendar and attendance months to other schools in the district. Go to Mgmt Console | Console | Share School Setup.

• Terms must be set up with appropriate dates and state codes. Go to Scheduling | Setup | Terms (no gaps in the date range example Term 1 08/01/2016 – 12/31/2016 and Term 2 01/01/2017 – 05/20/2017)

Name Description Code State Code Q1 Quarter 1 Q1 Q1

Q2 Quarter 2 Q2 Q2

Q3 Quarter 3 Q3 Q3

Q4 Quarter 4 Q4 Q4

S1 Semester 1 S1 S1

InformationNOW TN State Exports and Reports InformationNOW TN – 200 Day Calendar 010 • 3

Name Description Code State Code S2 Semester 2 S2 S2

SU SU SU SU

T1 Term 1 T1 T1

T2 Term 2 T2 T2

T3 Term 3 T3 T3

YR Year Round YR YR

• Schools using Block Schedule type should set up the following:

o The academic session must be set as block. Go to School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Assign the Type of Block.

o Term must have SPR in the NCES/Other code field for the starting date of spring term for Block Scheduling. Go to Scheduling | Setup | Term. Click to View. Verify the spring term has an NCES/Other code of SPR.

• Calendar Days - Once the dates for the semesters/terms are correct, verify the school calendar. Go to School/District | School. Search for and select to View a school. Click the Acad Session tab. Select the Academic Year from the drop list (ex. 2017) and click Refresh. Click to View the academic session (ex. 2016-17).

• Select View Year Calendar under the Manage menu on the left.


• Edit Day: Click the date that appears as a blue link to edit the day.

o Identify each day as In School, Instructional, Non-Membership day and Portion as appropriate.

o The following is an example of how the first day of attendance would set up on the calendar. The day has been assigned an AS in the Event field because it is the Attendance Start Date. The last day of school would be assigned an AE in the Event field to indicate the end of the attendance days.

o Click the Add button to add the calendar event(s). Use the drop list to select the correct event and select instructional if applicable.

o The following is an example of how a Non-Membership day would set up on the calendar. The day has been assigned a CS in the Event field because it is the Calendar Start Date. The last day of the calendar would be assigned a CE in the Event field to indicate the end of the calendar.


o The following is an example of how a partial day that would include an Abbreviated Day (AD) and Parent Teacher Conference day (PT). The AD will be marked as instructional for 0.50 and the PT will only have the duration of 0.50.

Note: Instructional Day count – Number of days marked instructional from the calendar with portion. (Export 010 200 Day Calendar and 200 Day Accountability Report – top portion of the calendar screen)

Instructional Events Sum – Sum of the events from the event section of the calendar with duration. (Export 011 200 Day Event Calendar and 022 School Days- bottom portion of the calendar screen) All Events must have a duration of 1.00, 0.50, or 0.33 for reporting to EIS.)

Non-Membership Days should not have Instructional checked and should have Non-Membership day checked with the Portion of 0.00.


• Fill Day Type: Each day in the calendar must have the appropriate Day Type assigned to in-school days for school attendance reporting to be accurate. On the View Year Calendar screen click Fill Day Type under the Manage menu on the left.

o Enter the Start Date and End Date for the academic session.

Note: If using day types (ex. Monday, Tuesday, etc.), the Start Date selected must be the first Monday of attendance – even if school started on, for example, Wednesday of the previous week. The Start Date selected must be a Monday to ensure the appropriate day type (Monday, Tuesday, etc.) is assigned to each day in the calendar. The user may then manually assign day types to the first few days of school that took place before the first Monday of attendance.

o Click Create.

• Fill Bell Schedule: The calendar must have the appropriate Bell Schedule assigned to in-school days for school attendance reporting to be accurate. Only one bell schedule may be entered on each calendar day. On the View Year Calendar screen click Fill Bell Schedule under the Manage menu on the left.

Note: Highlight each/all day types which have that specific bell schedule when filling in the bell schedule.

Calendar Event Codes Name Description Code State Code

Attendance End Date The last day students are scheduled to attend for the service program. AE AE

Attendance Start Date The first day students are scheduled to attend for the service program. AS AS

Calendar End Date The last day of the calendar for the service program. CE CE

Calendar Start Date The first day of the calendar for the service program. CS CS

Christmas Holiday Holiday, Christmas (Only applied as a full day). CH CH

Extend School Day Make-up day, Extend school day. (Waived Days) MD MD

Extend Service Program Make-up day, Extend service program. MS MS

In Service Day A day for staff development. IS IS

In Service Optional The number of days for staff development that do not have a scheduled date. IO IO


Name Description Code State Code Inclement Weather Stockpiled day, Inclement Weather (Only applied as a full day). SI SI

Missed Instructional Day Missed Instructional Day (Only applied as a full day) (Waived Days) MI MI

Other Administrative Discretionary Day, Other Administrative. OA OA

Other Discretionary Day Discretionary Day, Other OO OO

Other Holiday Holiday, Other (Only applied as a full day). OH OH

Other In Service Day Discretionary Day, Other In Service. OS OS

Other Instructional Day Discretionary Day, Other Instructional. OI OI

Other Teacher Vacation Day Discretionary Day, Other Teacher Vacation. OV OV

Parent Teacher Conference

A day set up to allow parents and teachers time to address accomplishments and/or concerns regarding a child’s education. PT PT

Previously a Holiday Make-up day, Day previously designated as a Holiday. MH MH

Professional Development

Stockpiled day, Professional Development (May be applied in partial days). SP SP

Saturday Make-up day, Saturday. MA MA

Spring Break Holiday Holiday, Spring Break (Only applied as a full day). SH SH

Sunday Make-up day, Sunday. MU MU

Teacher Vacation The designated days that are set aside during the service program for all teachers to be off. TV TV

Calendar Event Requirements Event Types Total days Description SI SP

<= 13 SI= Non-Instructional & non-school day SP= Non-Instructional if Portion = 1.00

SI-Stockpiled day, Inclement Weather SP-Stockpiled day, Professional Development (May be applied in partial days).

IS IO

Can’t be < 5 In Service Days In Service day not scheduled

PT Can’t be < 1 Parent Teacher Conference

TV Can’t be < 10 Must be non-instructional

Teacher Vacation Days

AD (Portion .33 or .50

Can’t be > 3 Must be instructional & School day

Abbreviated Days

OV OS OA OI OO

Can’t be > 4 Discretionary Teacher Vacation Days

ID Can’t be < 180 Must be school day and instructional

Instructional checked should not have an event attached


Event Types Total days Description AS AE

Must be instructional & School day

Attendance start and end days

CH SH OH

Must be non-instructional & non-school day

Christmas Holiday Spring Holiday Other Holiday

MS MD MA MU MH

Must be instructional and school day

Make-Up Day Extend Service Make-Up Day Ext School Day Make-Up Day Saturday Make-Up Day Sunday Make-Up Day Previous Holiday

MI Must be non-instructional & non-school day

Missed Instructional

• Exception Calendars: For students who attend a different portion of the day on any school day and or only certain days of the week an exception calendar may need to be created. On the View Year Calendar screen click Exceptional Calendars under the Manage menu on the left. It is only necessary to add the days that are different from the normal attendance. It is not necessary to add every day in the calendar.

o Click Add to insert an exception calendar.

o Enter a Name (ex. No Fridays, Half-Day Students, or Out of District).

o Enter a Description.

o Click Create.

o Click Add in the School Calendar section of the screen.

o Filter: Select All or pick a single month to filter the list of dates on the right.


o Date: Select the date that is the exception for the student. For example, if the student does not attend on Friday select the Friday from the list of the available dates on the right.

o School Calendar: When a date is selected the School Calendar section below will be updated with the information that has been set up on the regular school calendar for the selected date.

o Exception: Select if the Student Is In School On This Date or if Student Is Not In School On This Date.

o Attendance: Minutes/Fraction: For days on which the exception students do not attend and regular students do, enter a Portion of 0.00. Then uncheck In School. If students attend on a day on which regular students do not, select the specific date and change the Portion to 1.00. Then check In School. On the regular calendar, add a Day Type and Bell Schedule. Enter the appropriate Portion. For example, half-day students will have a Portion of 0.5.

o Membership: Enter the amount to use when calculating ADA/ADM for this day for students who follow this exception calendar. Enter a 1.00 if this day counts as a full day towards membership. Enter a 0.50 if the day counts as a half day in the student’s membership calculation.

o Events: Add the events to the bottom section of the calendar day.

Assigning Exceptions • If the exception calendar is for an entire grade level, go to School/District | School. Search for and select to

View the school. Click the Acad. Session tab. Under the Manage menu, select Grade Exception Calendar. Check the appropriate grade level(s) and click View. Select the Exception Calendar from the drop-list and click OK. Repeat for each grade level.

• To attach the exception calendar to a specific student go to Students | Student Maintenance. Search for and click to View the student. Click the School tab and select the Exception Calendar from the drop-list.

• District must have a valid district number. Go to School/District | District. On the Main tab enter the District Number.

• District calendar must be set up at a school to indicate other schools in the district have the exact calendar days and events as the district calendar. Go to School/District | School. Search for and select to View the school. Click the Custom tab. One school per district can select the District Calendar checkbox unless the district has a school(s) that uses a different school calendar (example one school starts before or after the district calendar). The additional schools using the same calendar would populate the District Calendar Number from the school with the district calendar checkbox. The Instructional Program Number must be populated.


• If the school uses a Non Traditional Instructional Calendar check the checkbox. Go to School/District | School. Search for and select to View the school. Click the Custom tab. Check the Non Traditional Instructional Calendar checkbox.

• School can enter the District Inclement Weather days. Go to School/District | School. Search for and select to View the school. Click the Custom tab. Enter the District Inclement Weather.

• School can set up the District Professional Days. Go to School/District | School. Search for and select to View the school. Click the Custom tab. Enter the District Professional Development.

File Layout Extract Data Element Length InformationNOW Location Record ID 3 Defaults to 010

Record Version 2 Defaults to 01

Record Type 1

N= New Calendar E= Existing Calendar data changes D= Existing Calendar data deleted.

Filler 2 Defaults to 00

District ID 3 School/District- District- Main tab- District Number


Extract Data Element Length InformationNOW Location

School Year 4 School/District- School- Acad. Sessions tab- Start date Year Format CCYY

Calendar Number 2 School/District- School- Custom tab- District Calendar Number Valid Values: 01-99

Instructional Calendar 1

School/District- School- Custom tab- Check “Non Traditional Instructional Calendar” if the school uses Non Traditional Instructional Calendar. Export Y if “Non Traditional Instructional Calendar is checked. Valid values: Traditional = T Year Round (non-traditional) = Y

Scheduled Days 1

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar – select date- looks at Day of the week selected, ‘Instructional’ checkbox with Portion and Codes for Calendar Event with duration Valid Values: Monday thru Friday = 1 Monday thru Saturday = 2

Stockpile Incremental Weather Days 2 School/District- School- Custom tab- District Inclement Weather Days

Stockpile Professional Development Days 2 School/District- School- Custom tab- District Profession Days

In Service Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Event type is state code IS and ‘In Calendar’ is checked.

Optional In Service Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Event type is state code IO and ‘In Calendar’ is checked.

Parent Teacher Conference Days 1

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Count of calendar day where Calendar Description contains PT and ‘In Calendar’ is checked. (export Whole number)

Teacher Vacation Days 2

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Count of calendar day where Calendar Description contains TV and ‘In Calendar’ is checked and ‘Instructional’ is not checked.

Abbreviated Days 1

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Count of Calendar Days where Calendar Day Description contains AD and ‘In Calendar’ is checked.

12 • InformationNOW TN – 200 Day Event Calendar 011 InformationNOW TN State Exports and Reports


Discretionary Teacher Vacation 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Event type is state code OV and ‘In Calendar’ is checked and ‘Instructional’ is not checked.

Discretionary In Service Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Description contains OS and ‘In Calendar’ is checked and Instructional is not checked.

Discretionary Administrative Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Description contains OA and ‘In Calendar’ is checked.

Discretionary Instructional Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Description contains OI and ‘In Calendar’ is checked.

Discretionary Other Days 4

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Sum of Portion of calendar day where Calendar Description contains OO and ‘In Calendar’ is checked.

Instructional Day 3

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar- Count of Calendar Days where ‘Instructional’ is checked – Calendar days where InSchool is checked and Portion is populated.

Filler 20

InformationNOW TN – 200 Day Event Calendar 011

Data Setup & Entry The purpose of TN 200 Day Event Calendar is to collect and aggregate DISTRICT event calendar information.


InformationNOW TN State Exports and Reports InformationNOW TN – 200 Day Event Calendar 011 • 13

• Terms must be set up with appropriate dates and state codes. Go to Scheduling | Setup | Terms. (no gaps in date range).


Q2 Quarter 2 Q2 Q2

Q3 Quarter 3 Q3 Q3

Q4 Quarter 4 Q4 Q4

S1 Semester 1 S1 S1

S2 Semester 2 S2 S2

SU SU SU SU

T1 Term 1 T1 T1

T2 Term 2 T2 T2

T3 Term 3 T3 T3

YR Year Round YR YR

• Schools using block schedule type should set up as block. Go to School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Assign the Type of Block.


• Calendar Days must have Date, Portion, In Calendar, Is Instructional (if applicable) and Event(s). The Events will be used for the calendar events and should contain the state codes only. If multiple codes are to be assigned to the same date they must be entered in the Events to the bottom section of the calendar screen.

Example: CS- Calendar Start and IS- In-service day

o Instructional Day (ID) = ‘Is Instructional” is checked and Portion = 1.00, 0.50, or 0.33

o Abbreviated Day (AD) = ‘Is Instructional” is checked and Portion = 1.00, 0.50, or 0.33

o Non-Membership Day = Check this if the day is Non Instructional and the portion should be 0.00.

Note: Use the Add button to add the events. All events must have a Duration assigned (1.00, 0.50, or 0.33).


Calendar Event Codes Name Description Code State Code Attendance End Date The last day students are scheduled to attend for the service program. AE AE





Extend School Day Make-up day, Extend school day. (Waived Days) MD MD




Inclement Weather Stockpiled day, Inclement Weather (Only applied as a full day). SI SI

Missed Instructional Day

Missed Instructional Day (Only applied as a full day).(Waived Days) MI MI


Other Discretionary Day

Discretionary Day, Other OO OO



Other Instructional Day

Discretionary Day, Other Instructional. OI OI





Professional Development Stockpiled day, Professional Development (May be applied in partial days). SP SP




Teacher The designated days that are set aside during the service program for all TV TV


Name Description Code State Code Vacation teachers to be off.

Calendar Event Requirements Event types Total days Description SI SP



IS IO







Abbreviated Days

OV OS OA OI OO




AS AE



CH SH OH



MS MD MA MU MH







• Schools must have the following custom fields populated where appropriate. Go to School/District | School. Search for and select to View the school. Click the Custom tab:

o District Calendar: One school can be set up as the District Calendar and all other school using the same calendar will add the District Calendar Number from the school with the District Calendar selected. Only one school can have District Calendar selected.

o District Calendar Number: Add the calendar number from the school that has District Calendar checked.

o Instructional Program Number: Add the Instructional Number.

o Student Day Minutes: Add the number of student minutes if the number of minutes is not 360.

o Teacher Day Minutes: Add the number of teacher minutes if the number of minutes is not 420.

o School Professional Development: Add the number of Professional Development days if applicable.

o District Professional Development: Add the number of District Professional Development days if applicable.

o District Inclement Weather: Add the weather days if applicable.

o Non-Traditional Instructional Calendar: Check this box if using Non-Traditional Calendar.

Hint: Use Share School Setup under Mgmt Console | Console to copy school calendar and Attendance months to other schools in the district that use the same district calendar.





Record Type 1 N- New data (new calendar events added) E- Edit (Existing Calendar Event Data is edited) D- Delete- (Existing Calendar Event Data is deleted)





Event Date 8

School/District- School- Acad. Session tab- select Acad. Session- Manage- View Year Calendar – select date Format CCYYMMDD

Event Type 2

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar – select date- Event (bottom section) Valid Codes: CS, CE, AS, AE,IS, IO, PT, TV, AD, CH, SH, OH, OV,OS, OA, OI, OO, MI, SI, SP, ID, MS, MD, MA, MU, MH

School Day Types 1

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar – select date- looks at Instructional checkbox (top section) Valid Values: I-Instructional is checked N-Non-Instructional- Instructional is not checked.

Event Duration 3

School/District- School- Acad. Sessions tab – select Acad. Session- Manage- View Year Calendar – select date- looks at Duration. (bottom section) Valid Values: 1.00= 100 0.50 = 050 0.30 = 030 Format = nnn

Filler 20 Blank spaces

File Format Sample

Y011,01,00,Y,D33,I48,S390,T420

Y- Indicates Exception Calendar (Y011)

01 – Record Number

InformationNOW TN State Exports and Reports InformationNOW TN – District Bus 015 • 19

00 - Filler

Y-Indicates District Calendar – N- Indicates that the calendar is not a district calendar

D- District Calendar Number (D33 in the example above)

I – Instructional Program Number (I48)

S – Student Minutes (S390)

T – Teacher Minutes (T420)

InformationNOW TN – District Bus 015

Data Setup & Entry The purpose of this file is to populate and update District bus data in EIS.


• Schools must set up buses. Go to System Preferences | Setup. Select Bus from the list and click Refresh. Add the buses to be included in the report.

• Enter Bus custom data. Go to System Preferences | Setup. Select Bus from the list and click Refresh. Edit the buses to be included in the report. Click the Custom tab and enter any necessary data. Daily miles should be one way AM only.

20 • InformationNOW TN – District Bus 015 InformationNOW TN State Exports and Reports

• 2016 Bus Details:

o Daily Miles – Miles traveled one way AM only.

o Number of Accidents – only applies for the current acad session

o Property Damage Accidents – only applies for the current acad session

o Personal Injury Accidents - only applies for the current acad session

o Treated and Released - only applies for the current acad session

o Hospital Overnight or Longer - only applies for the current acad session

o Fatalities On Board - only applies for the current acad session

o Fatalities Off Board - only applies for the current acad session

o Inspected by TNDS

o Commercial Advertising

o Occupant Restraints

o Two way Communication

o Audio Video Surveillance

o GPS System

o Air Conditioning

• Bus Details:

o Bus Type

o Type of Fuel

o Commissioned Date – Enter a date if the bus was commissioned during the current acad session if blank the export will assume the bus is active

o Decommissioned Date – Enter date that the bus will no longer be used

o Privately Owned

o Wheelchair Lifts

Note: Exports one row per bus.

InformationNOW TN State Exports and Reports InformationNOW TN – District Bus 015 • 21

Accidents fields should only be entered for the current acad session and not for the entire life of the bus.



Record Type 1 N- New data (new buses added) E- Edit (Existing buses has been edited) D- Delete- (Existing bus has been deleted)




Bus Number 5 System Preference/ Setup- Lookup- Bus The number assigned to the bus must be unique within the district.

Specially Equipped 1 System Preference/ Setup- Lookup- Bus Y- if the bus number ends with a letter between S-Z (7847S) Else N

Daily Miles One Way AM 4

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Daily Miles Format Sample: 2.5 miles = 0250 3 miles = 0300 12.75 miles = 1275 Valid Values: 0001 - 9999

Bus Type 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Bus Type Valid Values: A = Type A-1 A = Type A-2 B = Type B-1 B = Type B-2 C = Type C-1 C = Type C-2 D = Type D

Year Acquired Began Operation 4

System Preference/ Setup- Lookup- Bus –select bus – Year Acquired The school year the bus first became operational, ex. For the 2014-2015 this would be entered as 2014.

Inspected by TN Dept of Safety 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Inspected by TNDS checkbox Valid Values:

22 • InformationNOW TN – District Bus 015 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location Y = if checked N = Not checked

Privately Owned 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Privately Owned Valid Values: Y = if checked N = Not checked

Wheelchair Lifts 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Wheelchair Lifts Valid Values: Y = if checked N = Not checked

Commercial Advertising 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Commercial Advertising Valid Values: Y = if checked N = Not checked

Total Number Accident 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Involved Accident- Valid Values: Y = if checked N = Not checked

Occupant Restraints 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Occupant Restraints Valid Values: Y = if checked N = Not checked

Two Way Communication 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Two way Communication Valid Values: Y = if checked N = Not checked

Audio/Video Surveillance 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Audio Video Surveillance Valid Values: Y = if checked N = Not checked

Type of fuel 6

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Type of Fuel Valid Values: Gas Diesel CNG

GPS System 1 System Preference/ Setup- Lookup- Bus –select bus then custom tab- GPS System Valid Values:

InformationNOW TN State Exports and Reports InformationNOW TN – District Bus Staff 016 • 23

Extract Data Element Length InformationNOW Location Y = if checked N = Not checked

Air Conditioning 1

System Preference/ Setup- Lookup- Bus –select bus then custom tab- Air Conditioning Valid Values: Y = if checked N = Not checked

Personal Injury Accidents 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab- Personal Injury Accidents Or 0000

Treated and Released 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab- Treated and Released

Hospitalized Overnight or Longer 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab-

Hospitalized Overnight or Longer

Fatalities on Board 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab- Fatalities on Board

Fatalities off Board 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab- Fatalities off Board

Property Damage Accidents 4/9 System Preference/ Setup- Lookup- Bus –select bus then custom tab- Property Damage Accidents

Filler 20/x Blank Spaces

InformationNOW TN – District Bus Staff 016

Data Setup & Entry The purpose of this file is to populate and update District Bus Staff data in EIS.


• Schools must set up buses. Go to System Preferences | Setup. Select Bus from the list and click Refresh. Add the buses to be included in the report. – See District Bus 015 for Bus setup information.

• Bus Drivers must have a Staff School Classification (that is active during the current acad session) with the following Classification state codes:

24 • InformationNOW TN – District Bus Staff 016 InformationNOW TN State Exports and Reports

Description State Code Regular Bus Driver B_REG

Substitute Bus Driver B_SUB

Contracted Bus Driver B_CON

Bus Assistant B_AST

Mechanic B_MEC

• Add the staff bus drivers (staff- search first – if not found add the staff bus driver and assign the correct classification on the class tab. Staff must have an active classification during the school year to be counted. Staff can have multiple classifications.

• Add the staff Custom information for Has CDL. (Staff/ Custom - Bus Details)

• District Custom Tab check ‘Has Bus Garage’ and/or ‘Mechanics Non Bus Maintenance if they apply to the district. (School/District/ District/ Custom – Bus Details)

File Layout Extract Data Element Length InformationNOW Location Record ID 3/9 Defaults to 016

Record Version 2/9 Defaults to 01

Record Type 1/X N- New data - when data does not exist in audit/reporting table. E- Edit - when a change to existing data occurs. D- Delete - when data that exists in the audit/reporting table is deleted.

Filler 2/9 Defaults to 00

District ID 3/9 School/District- District- Main tab- District Number

School Year 4/9 School/District- School- Acad. Sessions tab- Start date Year Format CCYY

InformationNOW TN State Exports and Reports InformationNOW TN – Instructional Program 020 • 25


Regular Drivers 4/9

Staff/ Staff maintenance/ Staff Count of staff members with staff classification Regular Bus Driver state code B_REG

Substitute Drivers 4/9

Staff/ Staff maintenance/ Staff Count of staff members with staff classification Substitute Bus Driver state code B_SUB

Employed Bus Drivers with CDL 4/9

Staff/ Staff maintenance/ Staff and staff custom tab –Has CDL checked Count of staff members with staff classification Regular Bus Driver or Substitute Bus Driver state code B_REG or B_SUB and staff custom Has CDL checked

Contracted Bus Drivers with CDL 4/9

Staff/ Staff maintenance/ Staff and staff custom tab –Has CDL checked Count of staff members with staff classification Contracted Bus Driver state code B_CON and staff custom Has CDL checked

Bus Assistants 4/9

Staff/ Staff maintenance/ Staff Count of staff members with staff classification Bus Assistants state code B_AST

Bus Garage and Maintenance 1/X School District – District Custom Tab – Has Bus Garage checked send Y else N

Mechanics Maintenance on Non Bus Vehicles 1/X School District – District Custom Tab – Mechanics Non Bus Maintenance

checked send Y else N

Full Time Mechanics 4/9 Staff/ Staff maintenance/ Staff Count of staff members with staff classification Mechanic state code B_MEC

Filler 20/X Send blanks

InformationNOW TN – Instructional Program 020

Data Setup & Entry The purpose of TN instructional Program is to collect and aggregate school event calendar information.

• Terms must be setup with appropriate dates and state codes. Go to Scheduling | Setup | Terms.

26 • InformationNOW TN – Instructional Program 020 InformationNOW TN State Exports and Reports


Q2 Quarter 2 Q2 Q2

Q3 Quarter 3 Q3 Q3

Q4 Quarter 4 Q4 Q4

S1 Semester 1 S1 S1

S2 Semester 2 S2 S2

SU SU SU SU

T1 Term 1 T1 T1

T2 Term 2 T2 T2

T3 Term 3 T3 T3

YR Year Round YR YR

• Calendar Days must have Date, Portion, In Calendar, Is Instructional (if applicable) and the Description populated. The Description field will be used for the calendar events and should contain the state codes only. . If multiple codes are to be assigned to the same date they must be entered in the Description field separated by a comma but with no spaces. Example: PD,MA.

o Instructional Day (ID) = ‘Is Instructional” is checked and Portion = 1.00

o Abbreviated Day (AD) = ‘Is Instructional” is checked and Portion = 0.50 or 0.33

Note: Use the Description Field to add the event state codes.

Calendar Event Codes Name Description Code State Code


Name Description Code State Code Attendance End Date The last day students are scheduled to attend for the service program. AE AE





Extend School Day Make-up day, Extend school day. MD MD


In Service Day A day for staff development. IS IS In Service Optional The number of days for staff development that do not have a scheduled date. IO IO


Missed Instructional Day

Missed Instructional Day (Only applied as a full day). MI MI


Other Discretionary Day

Discretionary Day, Other OO OO



Other Instructional Day

Discretionary Day, Other Instructional. OI OI





Professional Development Stockpiled day, Professional Development (May be applied in partial days). SP SP

Saturday Make-up day, Saturday. MA MA Spring Break Holiday Holiday, Spring Break (Only applied as a full day). SH SH


Teacher Vacation

The designated days that are set aside during the service program for all teachers to be off. TV TV





IS IO







Abbreviated Days

OV OS OA OI OO




AS AE



CH SH OH



MS MD MA MU MH





• Schools must have the following custom fields populated where appropriate. Go to School/District | School. Search for and select to View the school. Click the Custom tab:

**Do not change the District Calendar Number, Instructional Program Number or District Calendar checkbox.


**Note: If changes need to be made to the custom information make sure you change the information in the correct academic year section.

o District Calendar: One school can be setup as the District Calendar and all other school using the same calendar will add the District Calendar Number from the school with the District Calendar selected (Only one School can have District Calendar selected).

o District Calendar Number: Add the calendar number from the school that has District Calendar checked.

o Instructional Program Number: Add the Instructional Number.

o Student Day Minutes: Add the number of student minutes if the number of minutes is not 360.

o Teacher Day Minutes: Add the number of teacher minutes if the number of minutes is not 420.

o School Professional Development: Add the number of Professional Development days if applicable.

o District Professional Development: Add the number of District Professional Development days if applicable.

o District Inclement Weather: Add the weather days if applicable.

o Non-Traditional Instructional Calendar: Check this box if using Non-Traditional Calendar.

• Schools using Block Schedule type should set up as block. Go to School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Assign the Type of Block.

Note: Export one row per Academic session selected, after initial submission of new data extract only data changes.

Hint: Use Share School Setup under Mgmt Console | Console to copy school calendar to other schools in the district that use the same district calendar.

File Layout Extract Data Element Length InformationNOW Location


Extract Data Element Length InformationNOW Location Record ID 3 Defaults to 020


Record Type 1

N= New Calendar E= Existing Calendar data changes D= Existing Calendar data deleted.




Calendar Number 2 School/District- School- Custom tab- District Calendar Number Valid Values: 01-99 (do not change)

Instructional Program Number 2

School/District- School- Custom tab- Calendar – Instructional Program Number Valid values: 99 (do not change)

Instructional Calendar 1

School/District- School- Custom tab- Check “Non Traditional Instructional Calendar” if the school uses Non Traditional Instructional Calendar. Export Y if “Non Traditional Instructional Calendar is checked or T if not checked Valid values: Traditional = T Year Round (non-traditional) = Y.

Student Day 3

School/District- School- Custom tab- Acad Year School Day Information – Student Day Minutes If blank export 360

Teacher Day 3

School/District- School- Custom tab- Acad Year School Day Information – Teacher Day Minutes If blank export 420

School Stockpile Professional Development Days

2

School/District- School- Custom tab- Acad Year Calendar – District Professional Development or School Professional Development If District Professional Development is blank or 0 export School Professional Development if this field is blank export 00 NOTE: The number of days a school has designated as stockpile for professional development when the district did not declare stockpiling. If district declared stockpiling this must be zero. This field is to be used only if the district does not

InformationNOW TN State Exports and Reports InformationNOW TN – Instructional Program Period 021 • 31

Extract Data Element Length InformationNOW Location stockpile professional development and the school elects to stockpile professional development.

Block Schedule 1

School/District- School- Acad. Sessions tab – select Acad. Session- Type = Block Valid Values: School is Block Schedule = Y School is not Block Schedule = N

Spring Block Begin Date 8

School/District- School- Acad. Sessions tab – select Acad. Session- Type = Block and Scheduling – setup- terms – NCES/Other code = SPR – export the term start date. Valid Format: CCYYMMDD or 00000000 (if not Block)

Filler 11 Blank Spaces

InformationNOW TN – Instructional Program Period 021

Data Setup & Entry The purpose of TN Instructional Program is to collect start and end date information on report periods (Attendance Months).


• School must have a Reported School Number. Go to School/District | School. Search for and select to View the school. Enter the Reported School Number on the Main tab.

32 • InformationNOW TN – Instructional Program Period 021 InformationNOW TN State Exports and Reports

• School Year Start date pulls from term dates under Scheduling | Setup. Select Terms from the list and click Refresh. Verify Start Date. Also verify start date under School/District | School. Search for and select to View the school. Click the Acad Sessions tab. Verify the current academic session Start date.

• Instructional Program Number must be entered under School/District | School. Search for and select to View the school. Click the Custom tab. Verify the Instructional Program Number.

• Attendance months must be set up under School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Click Attendance Month under the Manage menu on the left. Add each month of attendance in order. For example, if the first month of attendance is August, enter a 01 in the Name in the field. Start Date is the 1st day of attendance in August. End Date is the last day of attendance in August. September would be entered with a Name of 02. Start Date would be the 1st day of attendance in September. End Date would be the last day of attendance for September. Continue adding each attendance month.

o Name: Must be two digit numbers (01-09)

o Start Date: Start date for the attendance month

o End Date: End date for the attendance month Period/Code Report Period Description 01 Instructional days 1-20

02 Instructional days 21-40








• Reporting Period Number must be set up (01 – 09). Enter the Period in the Name field of the Attendance Month. See Step 4 above for instructions regarding setting up attendance months.

InformationNOW TN State Exports and Reports InformationNOW TN – Instructional Program Period 021 • 33

• Reporting Period Begin Date should be set up. Enter the Start Date of the Attendance Month. See step 4 above for instructions regarding setting up attendance months.

• Reporting Period End Date should be set up. Enter the End Date of the Attendance Month. See step 4 above for instructions regarding setting up attendance months.

• All schools must have a District Calendar Number. Go to School/District | School. Search for and select to View a school. Click the Custom tab. Enter the District Calendar Number.

Note: Export one row per academic session selected for the Attendance month selected.

34 • InformationNOW TN – Instructional Program Period 021 InformationNOW TN State Exports and Reports



Record Type 1

N= New - when data does not exist in audit/reporting table. (New attendance month is added) E= Edit – when a change to existing data occurs. (Existing attendance month is edited) D= Delete – when data that exists in the audit/reporting table is deleted. (Existing attendance month is Deleted)



School ID 4 School/ District – School- Main Tab- Reported School Number




School/District- School- Custom tab- Calendar – Instructional Program Number Valid values: 99

Report Period Number 2 School/District – School- Acad. Session tab – select acad name – manage – Attendance Month - Name

Report Period Begin Date 8 School/District – School- Acad. Session tab – select acad name – manage – Attendance Month – select Name – Start Date

Report Period End Date 8 School/District – School- Acad. Session tab – select acad name – manage – Attendance Month – select Name – End Date


InformationNOW TN State Exports and Reports InformationNOW TN – School Days 022 • 35

InformationNOW TN – School Days 022

Data Setup & Entry The purpose of TN School Days is to collect and aggregate school event calendar information.

Note: Use Share School Setup to copy the school calendar and attendance months to other schools in the district. (Mgmt Console- Console – Share School Setup).

• School must have a District Calendar Number. Go to School/District | School. Search for and select to View a school. Click the Custom tab. Enter the District Calendar Number.

• School must have a Reported School Number. Go to School/District | School. Search for and select to View a school. Click the Main tab. Enter the Reported School Number.

• Instructional Program Number must be entered under School/District | School. Search for and select to View the school. Click the Custom tab. Verify the Instructional Program Number. (do not change)

36 • InformationNOW TN – School Days 022 InformationNOW TN State Exports and Reports

• Calendar Days must have Date, Portion, In Calendar, Is Instructional (if applicable) and Event(s). The Events will be used for the calendar events and should contain the state codes only. If multiple codes are to be assigned to the same date they must be entered in the Events to the bottom section of the calendar screen.

Example: CS- Calendar Start and IS- In-service day.

o Instructional Day (ID) = ‘Is Instructional” is checked and Portion = 1.00, 0.50, or 0.33

o Abbreviated Day (AD) = ‘Is Instructional” is checked and Portion = 1.00, 0.50, or 0.33

o Non-Membership Day = Check this if the day is Non Instructional and the portion should be 0.00.

Note: Use the Add button to add the events. All events must have a Duration assigned (1.00, 0.50, or 0.33).

Calendar Event Codes


Name Description Code State Code Attendance End Date The last day students are scheduled to attend for the service program. AE AE





Extend School Day Make-up day, Extend school day. (Waived Day) MD MD





Missed Instructional Day Missed Instructional Day (Only applied as a full day). (Waived Day) MI MI


Other Discretionary Day Discretionary Day, Other OO OO



Other Instructional Day Discretionary Day, Other Instructional. OI OI





Professional Development

Stockpiled day, Professional Development (May be applied in partial days). SP SP




Teacher Vacation The designated days that are set aside during the service program for all teachers to be off. TV TV




IS IO





AD (Portion Can’t be > 3 Abbreviated Days

38 • InformationNOW TN – School Days 022 InformationNOW TN State Exports and Reports

Event types Total days Description .33 or .50 Must be instructional & School

day

OV OS OA OI OO




AS AE



CH SH OH



MS MD MA MU MH





Note: Export one record per Acad Session selected per Calendar Day per Event Type where state code = CS, CE, AS, AE, IS, IO, PT, TV, CH, SH, OH. OV, OS, OA, OI, OO, MI, MD, SI, SP.

Additional records should be included if the school(s) are using Exception Calendar(s).

More than one event can be assigned to a single calendar day.

Commission Waived Inclement Weather days- Event MI or MD, Is Instructional not checked. Always report as portion 1.00 (full day).



Record Type 1

N= New - when data does not exist in audit/reporting table. (New Calendar Day Event is added) E= Edit – when a change to existing data occurs. (Existing Calendar Data is edited) D= Delete – when data that exists in the audit/reporting table is deleted. (Existing Calendar Data is Deleted)


Extract Data Element Length InformationNOW Location Filler 2 Defaults to 00





School/District- School- Custom tab- Calendar – Instructional Program Number If Attendance Exception Calendar export with starting letter I. Valid values: 01-99

Event Date 8

School/District- School- Acad. Sessions tab- Select Name- Manage – View Year Calendar – date Or Exception Calendar Date if exists and In School is checked. Valid Format: CCYYMMDD

Event Type 2

School/District- School- Acad. Sessions tab- Select Name- Manage – View Year Calendar- select date (bottom section) Export ID when calendar day is checked ‘Instructional’ Else Calendar Day Event(s) Valid Codes: CS, CE, AS, AD, AE, ID, IS, IO, PT, TV, CH, SH, OH, OV,OS, OA, OI, OO, MI, SI, SP, MS, MD, MA, MU, MH

Event Duration 3

School/District- School- Acad. Sessions tab- Select Name- Manage – View Year Calendar – select date – Event duration (bottom section) Valid Values: 1.00 = 100 .50 = 050 .33 = 033 Format = nnn

School Day Type 1

School/District- School- Acad. Sessions tab- Select Name- Manage – View Year Calendar – select date – ‘Instructional’ checkbox Valid Values: If ‘Instructional’ is checked OR when calendar day ‘is instructional’ and ‘in school’ export I If ‘Instructional’ is Not checked export N


40 • InformationNOW TN – Class Section 03 InformationNOW TN State Exports and Reports

InformationNOW TN – Class Section 03

Data Setup & Entry This file populates Master Schedule information in the Education Information System (EIS). Export one row per Acad Session per Section in the Master Schedule where State Course Number is not null, Course is Active, Instructional, and state reported.

• Course must have a valid state course number under Scheduling | Valid Courses. Search for and select to View the course. Enter State Course Number.

• Course must have Is State Reported checked under Scheduling | Valid Courses. Search for and select to View the course. Check Is State Reported under the Additional Info section.

• Sections must have Instructional Setting and Teaching Method under Scheduling | Master Schedule. Search for and select to View the section. Verify Instructional Setting and Teaching Method under the Additional Info section. Also available under Scheduling | Valid Courses.

• Sections must have Difficulty Level of Honors under Scheduling | Master Schedule. Search for and select to View the section. Verify Difficulty Level. Also available under Scheduling | Valid Courses.

• Course must have Dual Participation custom field set to State Dual Credit, Dual Enrollment or Local Dual Credit under Scheduling | Valid Courses. Search for and select to View the course. Click the Custom tab. Also enter the Post Secondary Institution 6-digit school number.

Note: Use if school term is 4 but there are 6 week rotational classes: Course Part Sequence – (1-6 which 6 weeks) Rotational Start and End Date – start and end date of the 6 week classes.

InformationNOW TN State Exports and Reports InformationNOW TN – Class Section 03 • 41

• School can have a District Calendar Number under School/District | School. Search for and View the school. Click the Custom tab and enter District Calendar Number.

• School must have a Reported School Number under School/District | School. Search for and View the school. Verify Reported School Number.

• School Year Start date pulls from term dates under Scheduling | Setup | Terms.

• Instructional Program Number must be entered under School/District | School. Search for and View the school Click the Custom tab and enter the calendar Instructional Program Number.

File Layout

Extract Data Element

Length/

Format

InformationNOW Location

Record ID 3 Defaults to 030


Record Type 1 N= New - when data does not exist in audit/reporting table. (New section added) E= Edit – when a change to existing data occurs. (Existing section edited) D= Delete – when data that exists in the audit/reporting table is deleted. (Existing Section

42 • InformationNOW TN – Class Section 03 InformationNOW TN State Exports and Reports


Length/

Format


Deleted)







Course Code 5 Scheduling/ Valid Courses – select Course – State Course Number (also on the Master Schedule)

Local Course Number 15

Scheduling/ Master Schedule – select Course – Course.Section number Export full Section Number Include decimal and Alpha characters in upper case


Service District ID 3

Scheduling/ Master Schedule – select Course – Custom Tab – Service Provider – Service District (Also on the Valid Course) If blank export District Number

Service School ID 4

Scheduling/ Master Schedule – select Course – Custom Tab – Service Provider – Service School (Also on the Valid Course) If blank export Report School Number

Class Type 1

Scheduling/ Master Schedule – select Course – Main Tab – Additional Information – Instructional Setting (Also on the Valid Course) If blank export T Valid Values: T – Traditional P – Pull-out C – Self-Contained

Teaching Method 1

Scheduling/ Master Schedule – select Course – Main Tab – Additional Information – Teaching Method (Also on the Valid Course) If blank export T Valid Values: T - Traditional D – Distance Learning O – On-line

Class Begin Date 8 Scheduling/ Setup – Term- start date

InformationNOW TN State Exports and Reports InformationNOW TN – Class Section 03 • 43


Length/

Format


Start date of the FIRST section term or Custom Course Details Format = CCYYMMDD

Class End Date 8

Scheduling/ Setup – Term- end date or Custom Course Details Export 00000000 for the end date if the class ends on calendar description ‘AE’ Format = CCYYMMDD

Honors Class Indicator 1

Scheduling/ Master Schedule – select Course – Main Tab – Additional Information – Difficulty Level (Also on the Valid Course) Export Y if difficulty level = state code HON Else N Valid Values: Y – Class Is Honors N – Not a Honors Class

State Dual Credit 1

Scheduling/ Master Schedule – select Course – Custom Tab – Dual Credit and Enrollment – Dual Participation (Also on the Valid Course) Export Y if State Dual Credit is selected Else N Valid Values: Y – Yes N – No

Local Dual Credit 1

Scheduling/ Master Schedule – select Course – Custom Tab – Dual Credit and Enrollment – Dual Participation (Also on the Valid Course) Export Y if Local Dual Credit is selected Else N Valid Values: Y – Yes N – No

Dual Enrollment 1

Scheduling/ Master Schedule – select Course – Custom Tab – Dual Credit and Enrollment – Dual Participation (Also on the Valid Course) Export Y if Dual Enrollment is selected Else N Valid Values: Y – Yes N – No

Post-Secondary Institution 6

*Only required if Dual Participation is not blank Scheduling/ Master Schedule – select Course – Custom Tab – Dual Credit and Enrollment – Post Secondary Institution (Also on the Valid Course) Export Post-Secondary Institution Else 000000

44 • InformationNOW TN – Class Section Schedule 031 InformationNOW TN State Exports and Reports


Length/

Format


Filler 9 Must be spaces

InformationNOW TN – Class Section Schedule 031

Data Setup & Entry This export is used to populate Tennessee EIS with Master Schedule detail data.

Note: If a class last more than one period, use the minimum period. Example: A class scheduled for period 01 and 02 exports 01.

Periods must have 2 digit state codes to calculate ADA.

• Course must have a valid State Course Number. Go to Scheduling | Valid Courses. Search for and select to View a course. Verify the State Course Number.

• Course must have Is State Reported checked under Scheduling | Valid Courses. Search for and select to View the course. Check Is State Reported under the Additional Info section.

• School must have a valid school calendar with the days of the week. Go to School/District | School. Search for and select to View the school. Click the Acad Sessions tab. Click to View the academic session. Select View Year Calendar under the Manage menu on the left.

InformationNOW TN State Exports and Reports InformationNOW TN – Class Section Schedule 031 • 45

• School must have periods of the day set up with valid 2-digit state codes. Go to Scheduling | Setup. Select Periods from the list and click Refresh. Verify each period has the appropriate two-digit state code assigned.


• Bell Schedule must be set up. Go to Scheduling | Setup. Select Bell Schedule and click Refresh. Verify bell schedule has been set up.

• Period Variations may be set up. Go to Scheduling | Setup. Select Bell Schedule and click Refresh. Verify any needed Period Variations have been set up. See the InformationNOW - Attendance Quick Reference Guide for details on Period Variations.


• Attach Period Variations to affected sections in the Master Schedule. Go to Scheduling | Master Schedule. Search for and select to View a section that requires a Period Variation. Assign the appropriate Period Variation for the section.

• Duration can be overwritten by going to Scheduling | Master Schedule| Course | Custom tab | Class Minutes. User can add the class minutes for each day.


• Sections must be checked as Is State Reported and Course is Instructional. Go to Scheduling | Master Schedule. Search for and select to View a section. Verify that sections are checked appropriately.

• School must have a District Calendar Number. Go to School/District | School. Search for and select to View a school. Click the Custom tab. Enter the District Calendar Number.


• School Year Start Date pulls from term dates under Scheduling | Setup. Select Terms from the list and click Refresh. Verify Start Date. Also verify start date under School/District | School. Search for and select to View the school. Click the Acad Sessions tab. Verify the current academic session Start date.





Record Type 1

N= New - when data does not exist in audit/reporting table. (new section scheduled) E= Edit – when a change to existing data occurs. (existing scheduled section edited) D= Delete – when data that exists in the audit/reporting table is deleted. (existing scheduled section deleted)







Local Class Number 15

Scheduling/ Master Schedule – select Course – Course.Section number Export full Section Number Include decimal and Alpha characters in upper case Exclude & sign if exists Must have Instructional checked (Valid Course/ Master Schedule)

Monday Duration 3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Monday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Monday # of bell schedule minutes the section is schedule to meet where the calendar day is Monday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or Scheduling/Master Schedule/ Course Custom – Class Minutes

Monday Assigned Period 2 Scheduling/ Master Schedule – Course- Period- minutes (where day of the week = Monday)


Extract Data Element Length InformationNOW Location If a class last more than one period export beginning period Period must have a 3 digit code ex. 001

Tuesday Duration

3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Tuesday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Tuesday # of bell schedule minutes the section is schedule to meet where the calendar day is Tuesday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or Scheduling/Master Schedule/ Course Custom – Class Minutes

Tuesday Assigned Period

2

Scheduling/ Master Schedule – Course- Period If a class last more than one period export beginning period Period must have a 3 digit code ex. 001

Wednesday Duration 3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Wednesday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Wednesday # of bell schedule minutes the section is schedule to meet where the calendar day is Wednesday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or Scheduling/Master Schedule/ Course Custom – Class Minutes

Wednesday Assigned Period 2


Thursday Duration 3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Thursday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Thursday # of bell schedule minutes the section is schedule to meet where the calendar day is Thursday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or


Extract Data Element Length InformationNOW Location Scheduling/Master Schedule/ Course Custom – Class Minutes

Thursday Assigned Period 2


Friday Duration 3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Friday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Friday # of bell schedule minutes the section is schedule to meet where the calendar day is Friday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or Scheduling/Master Schedule/ Course Custom – Class Minutes

Friday Assigned Period 2


Saturday Duration 3

Scheduling- Setup- Lookup tab- Bell Schedule- # of minutes in the period(s) for a class scheduled on Saturday School/District – School- Acad. Sessions Tab- Acad Name- view- Manage – View Year Calendar- Day of the Week = Saturday # of bell schedule minutes the section is schedule to meet where the calendar day is Saturday (round total minutes to next whole number on average for a week Exclude lunch minutes) Or Scheduling/Master Schedule/ Course Custom – Class Minutes

Saturday Assigned Period 2



52 • InformationNOW TN – Student InformationNOW TN State Exports and Reports

InformationNOW TN – Student

Data Setup & Entry This file populates student demographics in the Education Information System (EIS).

Note: If the student Country of Birth is not United State, populate County of Birth with Unknown-AA from the list and select AA for State of Birth.

Student Previous SSN, PIN, First, Middle and Last name should be updated if any of the fields have changed. Also check Restage student to EIS. (Student Custom Tab- EIS Uploads).

InformationNOW TN State Exports and Reports InformationNOW TN – Student • 53

Use Quick Entry Edit to restage students in mass:

Hightlight the students, change the New Value to True and click Apply.

• Student must have the following fields populated. Go to Students | Student Maintenance. Search for and select to View the student. Check the following fields on the Main tab:

o Social Security number (if available)

o Hispanic Checkbox (if applicable)

o 9th Grade Entry (only students in grade 09-12)

o Gender

o Race


• Student must have Social Security Number or PIN populated. (Student/ Student Maintenance – select student- Main tab- Personal- Social Security No or Student/ Student Maintenance – select student- Custom tab- Demographics- PIN)

**NOTE: Custom tab data is per school you must be logged into the correct acad session to enter the data for the students.

• Student must have a valid State ID. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the State ID Number.

• Immigrant should be checked where applicable. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify Immigrant is checked if appropriate.

• Enter student Date First Enrolled in a US School if applicable. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the US LEP Entry Date.

• If the student is LEP a Language and LEP status must be assigned. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Select Language and LEP.


• The following student Custom fields should be populated where applicable. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the following:

o PIN (if no SSN)

o Mother Maiden Name

o City of Birth

o County of Birth

o State of Birth

o Country of Birth

o ESL Enrollment Date (if applicable)

• District must have a District Number. Go to School/District | District. Enter the District Number on the Main tab.





Note: If County or State is blank on the student Custom data, export will send the Physical Address. Custom tab data is per school. Users must log into the academic session from which the export will be generated to enter the data for the students.

If the student Country of Birth is not United States, populate County of Birth with Unknown-AA from the list and select AA for State of Birth.



Record Type 1

N= New - when data does not exist in audit/reporting table. (New Student is added) E= Edit – when a change to existing data occurs. (existing student data element changes) D= Delete – when data that exists in the audit/reporting table is deleted. (existing student is deleted)








Extract Data Element Length InformationNOW Location Student Social Security Number 9 Student/ Student Maintenance – select student- Main tab- Personal- Social Security

No.

Student PIN 9 Student/ Student Maintenance – select student- Custom tab- Demographics- PIN Note: This is used only if the student doesn’t have an SSN.

Local Student Key 10 Student/ Student Maintenance – select student- Summary tab- Personal- File No. (excluding leading S)

First Name 15 Student/ Student Maintenance – select student- Main tab- Personal- First Name

Middle Name 15 Student/ Student Maintenance – select student- Main tab- Personal- Middle Name

Last Name 25 Student/ Student Maintenance – select student- Main tab- Personal- Last Name

Suffix 3 Student/ Student Maintenance – select student- Main tab- Personal- Generation

Date of Birth 8 Student/ Student Maintenance – select student- Main tab- Personal- Date of Birth

Student Previous Social Security Number 9

If the SSN is different from prior submission export last SSN Student/ Student Maintenance – select student- Main tab- Personal- Social Security No.

Student Previous PIN 9 If the PIN is different from prior submission export last PIN Student/ Student Maintenance – select student- Custom tab- Demographics- PIN

Previous First Name 15 If the First Name is different from prior submission export last First Name Student/ Student Maintenance – select student- Main tab- Personal- First Name

Previous Middle Name 15 If the Middle Name is different from prior submission export last Middle Name Student/ Student Maintenance – select student- Main tab- Personal- Middle Name

Previous Last Name 25 If the Last Name is different from prior submission export previous Last Name Student/ Student Maintenance – select student- Main tab- Personal- Last Name

Gender 1

Student/ Student Maintenance – select student- Main tab- Personal- Gender Valid Codes: M – Male F - Female

Filler 1 Blank Space


Immigrant Student 1

Student/ Student Maintenance – select student- Misc tab- Origin/Residency – Immigrant checkbox Valid Codes: Y = Immigrated (if checked) N= Naturally born American citizen. (not checked)

Date first Enrolled in a US School 8

Student/ Student Maintenance – select student- Misc tab- Services- US LEP Entry Date If blank export 00000000


Extract Data Element Length InformationNOW Location Format = CCYYMMDD

Year entered Ninth Grade 4

Student/ Student Maintenance – select student- Main tab- Personal- 9th Grade Entry Exports the Year If the student is not in grade 09, 10, 11, 12 export 0000

Native Language 3 Student/ Student Maintenance – select student- Misc tab- Service – Language If Language is blank export ENG

State Assigned Student ID 9 Student/ Student Maintenance – select student- Misc tab- Identification – State ID Number

Mother’s Maiden Name 25 Student/ Student Maintenance – select student- Custom tab- Demographics – Mother Maiden Name

Student’s City of Birth 30 Student/ Student Maintenance – select student- Custom tab- Demographics – City of Birth

Student’s County of Birth Code 3

Student/ Student Maintenance – select student- Custom tab- Demographics – County of Birth Or Student Physical Address (State Code) Exports state codes

Student’s State of Birth Code 2

Student/ Student Maintenance – select student- Custom tab- Demographics – State of Birth Or Student Physical Address (State Code) Exports state codes

Student’s Country of Birth Code 2

Student/ Student Maintenance – select student- Misc tab- Origin/Residency – Citizenship/Nationality Or Export US if blank Exports State codes

Hispanic 1

Student/ Student Maintenance – select student- Main tab- Personal – Hispanic Checkbox Valid Values: H = Hispanic (Checked) N = Non-Hispanic (Not Checked)

American Indian Alaskan Native 1

Student/ Student Maintenance – select student- Main tab- Personal – Race Valid Values: Y = member of this racial group (State code = I)

InformationNOW TN State Exports and Reports InformationNOW TN – Student Enrollment 041 • 59

Extract Data Element Length InformationNOW Location N = not a member of this racial group

Asian 1

Student/ Student Maintenance – select student- Main tab- Personal – Race Valid Values: Y = member of this racial group (State code = A) N = not a member of this racial group

Native Hawaiian or Pacific Islander 1

Student/ Student Maintenance – select student- Main tab- Personal – Race Valid Values: Y = member of this racial group (State code = P) N = not a member of this racial group

Black or African American 1

Student/ Student Maintenance – select student- Main tab- Personal – Race Valid Values: Y = member of this racial group (State code = B) N = not a member of this racial group

White 1

Student/ Student Maintenance – select student- Main tab- Personal – Race Valid Values: Y = member of this racial group (State code = W) N = not a member of this racial group

SPID 9/x Student Misc tab – Edfi Unique Identifier (preloaded)

Date First Enrolled in ESL 8/9 Student Custom Tab – Demographic - ESL Enrollment Date If blank export 00000000 Format CCYYMMDD

Filler 3/X Must be spaces

InformationNOW TN – Student Enrollment 041

Data Setup & Entry The purpose of the file is to populate and update Education Information System (EIS) with student enrollment activity. **NOTE- If the student should be classifed as a Partail Student enroll the student using the enrollment code Enry Partial or Reenrollment Partail. School/District| District – Custom tab – Funding McKinney-Vento should be checked if the district receives funding from McKinney-Vento.


60 • InformationNOW TN – Student Enrollment 041 InformationNOW TN State Exports and Reports

• Student must have Social Security Number or PIN populated. (Student/ Student Maintenance – select student- Main tab- Personal- Social Security No or Student/ Student Maintenance – select student- Custom tab- Demographics- PIN).


• Enrollment date must be populated on student. Go to Students | Student Maintenance. Search for and select to View the student. Click the Enrollment tab. Verify the Reported Date for the latest Enrollment or Re-Enrollment record.

• If the student should be classifed as a Partail Student enroll the student using the enrollment code Enry Partial or Reenrollment Partail.

• LEP should be assigned to student where appropriate. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the LEP.


• Course of Study should be assigned to the student Goal where appropriate. Go to Students | Student Maintenance. Search for and select to View the student. Click the Goals Sought link under the Manage menu on the left. Only exports Technical/CTE, University and Dual.

Goal Name Description State Code Diploma Regular Diploma Regular Diploma 1 Y

Special Education Diploma

Special Education Diploma 3 Y

High School Certificate High School Certificate 4 Y

No diploma No diploma senior but did not complete 5 Y

GED GED 6 Y

Technical/CTE Technical or Focus of Study CTE T

University University U

Dual Dual D

• Verify Primary District ID is populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the Resides Outside of District box is checked where appropriate. If checked the export will send the Home District Number under the Demographics section of the Custom tab.

• Verify Home (Primary) School Number or Reporting School is populated

o Home (Primary) School ID: Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Home School Number under the Demographics section; or,


o Reporting School: Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the Reporting School.

• Homeless Primary Night Time Residence should be populated. Go to Students | Student Maintenance. Search for and select to View the student. Select Services under the Manage menu on the left. Add a record for Service Type of Homeless with a Service Name of Night Time Residence. Select an Eligibility.

• Homeless served by McKinney – Vento is populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify that Homeless is checked and the appropriate Homeless Status is selected. Also on the School/District| District – Custom tab – Funding McKinney-Vento should be checked.


• SES Applied is populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Services option under the Manage menu on the left. Add a service record with a Service Type of Supplemental Services and Service Name of Applied for SES.

• SES Receiving is populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Services option under the Manage menu on the left. Add a service record with a Service Type of Supplemental Services and Service Name of Receiving SES.






Note: Export 1 row per acad session selected per student enrollment date.



Record Type 1

N = New - when data does not exist in audit/reporting table. (New student enrollment recorded added) E = Edit – when a change to existing data occurs. (Existing enrollment record data element is edited) D = Delete – when data that exists in the audit/reporting table is deleted. (Existing enrollment record data element deleted)







Student Social Security Number 9 Student/ Student Maintenance – select student- Main tab- Personal- Social Security

No.



Instr Service Period Type of Service 1

Student/ Student Maintenance – select student- Custom tab- Services- Partial Services Valid values: Primary School = P (Partial Services is not checked) Receiving Partial Service = S (Partial Services Checked)

Enrollment Date 8 Student/ Student Maintenance – select student- Enrollment tab- Reported Date (Latest date for Enroll or Re-enroll) Format: CCYYMMDD



Enrollment Reason 2

Student/ Student Maintenance – select student- Enrollment tab- Reason Code (for Enroll, Re-enroll or Partial) Valid Values: E = Regular Enrollment E1 = Out of State Enrollment TR = Transferred Enrollment TC = Transfer From Under Achieving School EC = Count Transfer From Under Achieving School

English Language Background 1

Student/ Student Maintenance – select student- Misc tab- Services – LEP (if the student is not LEP export E) Valid Values: L = English Language Learner N = Non-English Language Background E = English Native 1 = Transitional 1 2 = Transitional 2 G = Completed F = Former ELL Student W = Waived ELL Services

Course of Study 1

Student/ Student Maintenance – select student- Main tab- Manage – Goals Sought (state codes T, U, D only) or export blank Valid Values: Blank T = Technical or Focus of Study CTE U = University D = Dual


Filler 2 00

Primary District ID 3

Student/ Student Maintenance – select student- Misc tab- Origin/ Residency – Resides Outside of District Checkbox(is checked) export Student/ Student Maintenance – select student- Custom tab- Demographics- Home District Number OR District Number

Primary School ID 9

Student/ Student Maintenance – select student- Custom tab- Demographics -Home School Number OR Student/ Student Maintenance – select student- Misc tab- Services- Reporting School Number



Extract Data Element Length InformationNOW Location Filler 11 Blank Spaces

Homeless Primary Night Time Residence 2

Student/ Student Maintenance – select student- Main tab- Manage – Services – Service Type = Homeless, Service Name = Night Time Residence and Eligibility = Valid Value Export 00 if not applicable Valid Values: 00 - not homeless 01 – Shelters 02 – Doubled Up 03 – Unsheltered 04 – Hotel Motel

Homeless Served by McKinney – Vento 1

Student/ Student Maintenance – select student- Misc tab- Origin/Residency –Homeless Checkbox Export blank if not applicable Valid Values: Blank space = not homeless Y = Served by McKinney – Vento N = Not Served by McKinney – Vento

Homeless Unaccompanied Youth 1

Student/ Student Maintenance – select student- Misc tab- Origin/Residency –Homeless Status- Unaccompanied Youth Export blank if not applicable Valid Values: Blank space = not homeless Y = Homeless and Unaccompanied N = Homeless but Not Unaccompanied

SES Applied 1

Student/ Student Maintenance – select student- Main tab- Manage –Services – Service Type – Supplemental Services – Service Name – Applied for SES Valid Values: Y = Student has applied N or Space = Student has not applied

SES Receiving 1

Student/ Student Maintenance – select student- Main tab- Manage –Services – Service Type – Supplemental Services – Service Name – Receiving SES Valid Values: Y = Student is receiving SES N or Space = Student is not receiving SES


InformationNOW TN State Exports and Reports InformationNOW TN – Student Funding Status 042 • 67

InformationNOW TN – Student Funding Status 042

Data Setup & Entry This file populates EIS with data about students who are not state funded due to Out of State or Out of country residence. Service Funds for these students are collected through tuition charges.

Note: Export 1 row per student per acad session where the student has a District Service with state code IFS and the start date is less than or equal to the report count date.

Students can have multiple services active at one time but only send the most recent record as of the count date per service.

If at mass enrollment the user copied the District Services from previous year the export will assume if no end date on the service that the service is still valid and will send the Attendance Start Date from the calendar or enrollment date.

• Student must have Social Security Number or PIN populated. Go to Students | Student Maintenance. Search for and View a student. On the Main tab enter the SSN or, on the Custom tab, enter the student PIN under the Demographics section.

Note: Custom tab data is per school. The user must be logged into the correct acad session to enter the data for the students.


• Student must have a District Service for the Ineligibility Funding Status with a Service Name, Start date, and Ending date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Services option under the Manage menu on the left. Add a service record with a Service Type of Ineligibility Funding Status. Select a Service Name and enter a Start Date and an End Date.

68 • InformationNOW TN – Student Funding Status 042 InformationNOW TN State Exports and Reports

Note: If at mass enrollment the user copied the District Services from previous year the export will assume if no end date on the service that the service is still valid and will send the Attendance Start Date from the calendar or enrollment date.

• Student must have a reporting school. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the Reporting School.

• District must have a District Number. Go to School/District | District. Enter the District Number on the

Main tab.



InformationNOW TN State Exports and Reports InformationNOW TN – Student Funding Status 042 • 69




Record Type 1

N = New - when data does not exist in audit/reporting table. (non-funded student is added) E = Edit – when a change to existing data occurs. (existing student funding status or date changes is edited) D = Delete – when data that exists in the audit/reporting table is deleted. (Existing non-funded student record id deleted)








No.



70 • InformationNOW TN – Student Instructional Grade 043 InformationNOW TN State Exports and Reports


Fund Inelig Status 1

Student/ Student Maintenance – select student- Manage- Services – Service Type – Ineligibility Funding Status and Service Name = Out of State or Out of Country Start date must be less than or equal to Report Count Date End Date must be equal to or greater than the Report Count Date. **If the service was copied at mass enrollment and doesn’t have an end date send the attendance start date. ** 0 indicates the student is no longer ineligible. Valid Values: 0,1,2

Fund Inelig Begin Date 8

Student/ Student Maintenance – select student- Manage- Services – Start Date **If the service was copied at mass enrollment and doesn’t have an end date send the attendance start date. ** Format: CCYYMMDD

Fund Inelig End Date 8 Student/ Student Maintenance – select student- Manage- Services – End Date Format: CCYYMMDD



InformationNOW TN – Student Instructional Grade 043

Data Setup & Entry The purpose of this extract is to populate and update EIS with the student’s current grade level.

Note: No Show students Grade assign date will be the attendance start date from the school calendar.

Grade level history for promotion using last year’s date (mass promotion) will send the attendance start date for the grade level start date.

InformationNOW TN State Exports and Reports InformationNOW TN – Student Instructional Grade 043 • 71




• Grade Level must have the correct state codes assigned. Go to System Preferences | Setup. Select Grade Level from the list and click Refresh. Verify each grade level has the appropriate state code.

Grade Level

Description State Code NCES

P3 3 Year Old Pre-Kindergarten or Pre-School

P3 PK

P4 4 Year Old Pre-Kindergarten or Pre-School

P4 PK

K Kindergarten K KG

1 First Grade 01 01

2 Second Grade 02 02

3 Third Grade 03 03

4 Fourth Grade 04 04

5 Fifth Grade 05 05

6 Sixth Grade 06 06

7 Seventh Grade 07 07

8 Eighth Grade 08 08

9 Ninth Grade 09 09

10 Tenth Grade 10 10

11 Eleventh Grade 11 11

12 Twelfth Grade 12 12

T1 First Grade Transition T1

72 • InformationNOW TN – Student Instructional Grade 043 InformationNOW TN State Exports and Reports

Grade Level

Description State Code NCES

T2 Second Grade Transition T2

T3 Third Grade Transition T3

T4 Fourth Grade Transition T4

T5 Fifth Grade Transition T5

T6 Sixth Grade Transition T6

T7 Seventh Grade Transition T7

T8 Eighth Grade Transition T8






InformationNOW TN State Exports and Reports InformationNOW TN – Student Instructional Grade 043 • 73

Note: Export 1 row per student per acad session where grade level history date is equal to or less than the report count date.

No Show students Grade assign date will be the attendance start date from the school calendar.

Grade level history for promotion using last year’s date (mass promotion) will send the attendance start date for the grade level start date.



Record Type 1 N = New - when data does not exist in audit/reporting table. E = Edit – when a change to existing data occurs. D = Delete – when data that exists in the audit/reporting table is deleted.







Student Social Security Number 9 Student/ Student Maintenance – select student- Main tab- Personal- Social Security No.



Instr Grade Assignment 2

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level Export - Current Grade Level State Code Valid Codes: P3, P4, KG, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, T1, T2, T3, T4,

74 • InformationNOW TN – Student Classification 044 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location T5, T6, T7, T8

Instr Grade Assignment Date 8

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level- More – Date (within the current acad session- if promotion date is previous year send attendance start date) or Current Enrollment Date If No Show student export attendance start date from the calendar. Student/ Student Maintenance – select student- Enrollment tab- Reported Date



InformationNOW TN – Student Classification 044

Data Setup & Entry The purpose of this file is to populate EIS with service provided by the district (Student Classifications). A student may classify for more than one service during the year and the services may be active at the same time. Each classification that no longer applies to the student must be ended.

NOTE: District services copied when student mass enrollment will send the start date as the calendar start date for each service.

Special Ed import is now automated.

Code J DC Economically Disadvantaged can be added by the district service or by the student lunch code.

Export L if the student is in grade level P3 or P4 and the student lunch code is X (free) or Y (Reduced).

Title 1 schools will send all students as Title 1 when the School main tab for Title 1 is set to School Wide Program.

InformationNOW TN State Exports and Reports InformationNOW TN – Student Classification 044 • 75




• Student must have a district service. Go to Students | Student Maintenance. Search for and select to View a student. Click Services under the Manage menu on the left.

Service Type District Service

Name Description State Code

Student Classification

21st Century

21st Century CCL Participant 2


Adult Adult Education D


Alternative

Alternative

A


Service Type District Service Name

Description State Code


CEP Eligible CEP Eligible 3


DC Economically Disadvantaged

Direct Certified Economically Disadvantaged J


Early Reading Early Reading First P3, P4 N


Event Start Event Start Funded P3, P4 V


Fee Based Preschool Fee Based P3, P4 B


Head Start P3 P4 Head Start Funded P3, P4

E


Imagination Library

Imagination Library

W


Juvenile Court Referral Juvenile Court Referral 7


LEAPs Participant

LEAPs Participant

1


Locally Funded Preschool

Locally Funded Preschool F


Lottery Funded P3 P4

Lottery Funded P3 P4

O


Migrant

Migrant

I


Military Dependent (AD)

Active Duty Military Dependent 4


Military Dependent (NG)

National Guard Military Dependent 5


Military Dependent (R) Reserve Military Dependent 6


Private

Private

P


Regular

Regular

R


Residential MH Facility

Residential Mental Health Facility (PC 426) K


Runaway Runaway U


Title 1

Title 1

T


Voluntary Expansion

Voluntary Expansion

Q

Homeless Night Time Residence Primary Night Time Residence for Homeless Students H

Ineligibility Funding Status

Out of Country Student resides Out of Country and is ineligible for state funding

2


Service Type District Service Name

Description State Code

Ineligibility Funding Status

Out of State Student resides Out of State and is ineligible for state funding

1

• Student must be assigned a valid lunch code under Students | Student Maintenance. Search for and select to View the student. Verify the student’s Lunch Code.

Name State Code Free X

Reduced Y

Paid Z

DC Economically Disadvantaged J


• Title 1 can be reported for the entire school by going to School/District | School | Main tab – Title 1 –select School Wide Program.






Note: Export 1 row per student per acad session selected per student classification (can have multiple classifications). Each student should have 1 exported classification (Lunch status). For each classification that no longer applies the classification must have an end date. Services do NOT need to be set up for Regular Classification.

Code J DC Economically Disadvantaged can be added by the district service or by the student lunch code.

Export L if the student is in grade level P3 or P4 and the student lunch code is X (free) or Y (Reduced).

Title 1 schools will send all students as Title 1 when the School main tab for Title 1 is set to School Wide Program.

District services copied when student mass enrollment will send the start date as the calendar start date for each service.

Special Ed import is now automated.



Record Type 1 N = New - when data does not exist in audit/reporting table.


Extract Data Element Length InformationNOW Location E = Edit – when a change to existing data occurs. D = Delete – when data that exists in the audit/reporting table is deleted.










Student Classification 1

Export R for all Enrolled or Re-Enrolled Students where no district service for Special Education has been applied. (Regular) Export 3, J, X, Y, & Z from Student Lunch State Code Export L if State Lunch Code is X or Y (if student is P3 or P4) Export H if the student has an active District Service = Homeless Classification State Code (H) Export T for each student in the school if the school is a School Wide Program. (Do not send R records for students that are marked as Title 1. Or Export Student District Service = Student Classification State Code Valid Values: 1, 2, 3, 4, 5, 6, 7, A, B, D, E, F, H, I, J, K, L, N, O, P, Q, R, T,U, V, W, X,Y ,Z

Student Classification Begin Date 8

Regular Classification (not Special Education) (Student/ Student Maintenance – select student- Enrollment tab- Reported Date Regular Classification (Previous Spec Ed Student look at the end date on the District Service for Special Education Export Lunch State Code – (Student/ Student Maintenance – select student- Main tab- Personal – Lunch Code- Hist- Start Date) District Service Students (Student/ Student Maintenance – select student- Main tab- Services – Select Service- Start Date)

80 • InformationNOW TN – Student Transportation 045 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location *This date must be equal to or greater than the Calendar Day date for Attendance start date. (Copied data from previous year will assume the student has an active service and will return the attendance start date from the calendar.) Format = CCYYMMDD

Student Classification End Date 8

Exporting Lunch Code if End date is less than report count date export 00000000 OR Lunch End Date or District Service End Date Exporting Regular Classification and report count date is less than Acad Session End Date export 00000000 OR District Service End Date is less than Count Date export 00000000 (Note: End date is included in a service period) Format: CCYYMMDD



InformationNOW TN – Student Transportation 045

Data Setup & Entry The purpose of this file is to populate and update EIS student transportation data for use in the Average Daily Transportation reports.

Note: Students must have a transportation code with the state code T.


InformationNOW TN State Exports and Reports InformationNOW TN – Student Transportation 045 • 81



• Student Transportation information must be entered. Go to Students | Student Maintenance. Search for and select to View the student. Click the School tab. Enter the student’s Transportation Code, A.M. Bus, P.M. Bus and Miles from School.




82 • InformationNOW TN – Student Transportation 045 InformationNOW TN State Exports and Reports





Record Type 1

N = New - when data does not exist in audit/reporting table. (New transported students) E = Edit – when a change to existing data occurs. (transported student changes) D = Delete – when data that exists in the audit/reporting table is deleted. (transported student deletes)








Student PIN 9 Student/ Student Maintenance – select student- Custom tab- Demographics- PIN

InformationNOW TN State Exports and Reports InformationNOW TN – Student Transportation 045 • 83

Extract Data Element Length InformationNOW Location Note: This is used only if the student doesn’t have an SSN.


AM Bus Number 6 Student/ Student Maintenance – select student- School tab- Transportation – A.M. Bus

PM Bus Number 6 Student/ Student Maintenance – select student- School tab- Transportation – P.M. Bus

Est Miles Transported 4

Student/ Student Maintenance – select student- School tab- Transportation – Miles from School (excluding decimal) Format Sample: 2.5 miles = 0250 3 miles = 0300 12.75 mile = 1275 Valid Values: 0001 - 9999

Filler 2 00




84 • InformationNOW TN – Student Disciplinary Action InformationNOW TN State Exports and Reports

InformationNOW TN – Student Disciplinary Action

Data Setup & Entry The purpose of this file is to populate and update EIS with student discipline data. Export 1 record per student per primary occurrence infraction per acad session selected. Cannot have overlapping dates.

Setup The following codes must be set up under System Preferences | Setup.

Discipline Infractions

Note: Shaded codes are for CDRC report.

Name State Code NCES/ Other Code

Zero-Tolerance

Drugs 17 Y

Handgun 18 Y

Rifle or Shotgun 19 Y

Explosive Device 20 Y

Non-lethal Firearm 21 N

Other Weapon 22 N

Alcohol 23 N

School Rules 24 N

Theft of Property 25 N

Vandalism 26 N

Bomb Threat 27 N

Other Threat 28 N

Bullying 29 N

Fighting 30 N

Sexual Harassment 31 N

Staff Assault 32 Y

Student Assault 33 Y

Sexual Assault 34 N

Aggravated Staff Assault 35 Y

Aggravated Student Assault 36 N

Attempted Homicide 37 N

Homicide 38 HOM N

Rape or Attempted Rape RAP

Sexual Battery BATT

Robbery with Weapon ROBWW

InformationNOW TN State Exports and Reports InformationNOW TN – Student Disciplinary Action • 85


Zero-Tolerance

Robbery with firearm/exp dev ROBWX

Robbery without a weapon ROBWOW

Physical attack/fight with weapon ATTWW

Physical attack/fight with firearm/exp dev ATTWX

Physical attack/fight without a weapon ATTWOW

Threats of physical attack with weapon THRWW

Threats of phy attack with firearm/exp dev THRWX

Threats of physical attack without a weapon THRWOW

Possession of a firearm/exp dev POSSWX

Harassed or bullying on basis of sexual orientation BULLYORI

Harassment or bullying on the basis of religion BULLYREL

Discipline Dispositions Code Name Auto

Create State Code NCES/ Other Code

ISS In School Suspension N I ISS

OSS Out of School Suspension Y S OSS

COP Change of Placement Y R ALT

EXP Expulsion with services Y E EXPEX

E Expulsion without services E EXP

Corporal Punishment CORP

Mechanical Restraint MR

Physical Restraint PR

Refer to law enforcement LAW

Seclusion SEC

Zero-Tolerance Infractions Name State Code NCES/ Other Code Zero-Tolerance Drugs 17 1600 Y

Handgun 18 0011 Y

Rifle or Shotgun 19 0012 Y


Name State Code NCES/ Other Code Zero-Tolerance Explosive Device 20 0013 Y

Staff Assault 32 1300 Y

Aggravated Staff Assault 35 1300 Y

Action Taken Name State Code IEP Team Decision 3

Removal by Hearing Officer 1

Data Entry

• Go to Students | Student Maintenance. Search for and View a student. Click Discipline under the Manage menu on the left. Verify the following:

o Infraction

o Date

o Disposition

o Disp Date

o End Date

o Action Taken (if applicable)

o Action date (if applicable)




File Layout


Length/

Format


Record ID 3 Defaults to 046












Disciplinary Action Type 1

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition Valid Values:



Length/

Format


I, S, R, E

Disciplinary Begin Date 8

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition - Disposition Start Date Format: CCYYMMDD

Disciplinary End Date 8

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition - Disposition End Date Format: CCYYMMDD

Disciplinary Primary Reason 2

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Infraction – Infraction Valid Values: 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 36, 37, 38

Disciplinary Offense Date 8

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Infraction – Date Format: CCYYMMDD

State Assigned Student ID 9

Student/ Student Maintenance – select student- Misc tab- Identification – State ID Number

Zero-Tolerance 1

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition – Zero Tolerance checkbox Required Infraction State Code (17,18,19,20,32,35)

SE Modified Action 1

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition – Action Taken Required Action Taken state code (1,3) Or Blank

SE Disciplinary Action Authority 1

Student/ Student Maintenance – select student- Main tab- Manage – Discipline – view – Disposition – Action Taken Required Action Taken state code (1,3) Or Blank


90 • InformationNOW TN – Student Standard Day 047 InformationNOW TN State Exports and Reports

InformationNOW TN – Student Standard Day 047

Data Setup & Entry The purpose of this file is to populate and update EIS with a student’s instructional minutes.

Note: Student Day – Total minutes in the student’s schedule

Student Standard Day – Total Instructional minutes minus lunch minutes for grades 06-12, T6, T7, and T8.

• Student Standard Day must be assigned. Go to School/District | School. Search for and View the school. Click the Custom tab. Under the current year School Day Information section, enter the School Standard Day, Lunch Minutes, Student Day Minutes, and Teacher Day Minutes.

• Student standard day can also be appliled to an individual grade level. Go to School/District | School. Search for and View the school. Click the Custom tab. Under the current year Grade Level Standard Day section, enter the number of minutes next to the grade level that has an exception to the minutes assigned in the School Day Information section. In the following example, grade K only attends for 210 minutes a day instead of 420.

• Student standard day can also be appliled to an individual student. Go to Students | Student Maintenance.

Search for and View the student. On the Custom tab in the Instructions section enter the number of attendance minutes for this student’s standard day.


InformationNOW TN State Exports and Reports InformationNOW TN – Student Standard Day 047 • 91




• Bell Schedule must be set up. Go to Scheduling | Setup. Select Bell Schedule and click Refresh. Verify bell schedule has been set up. Times for periods cannot overlap. Ex. End time of period 1 can not be the same as start time for period 2.

• Period variations can be set up. Go to Scheduling | Setup. Select Bell Schedule and click Refresh. Verify any needed period variations have been set up. See the InformationNOW – Attendance Quick Reference Guide for details on period variations.


• Attach Period Variations to affected sections in the Master Schedule. Go to Scheduling | Master Schedule. Search for and select to View a section that requires a period variation. Assign the appropriate period variation for the section.


InformationNOW TN State Exports and Reports InformationNOW TN – Student Standard Day 047 • 93




Note: Export 1 record per student per acad session select where the student is scheduled in classes on the report count date. This export will use period variations.











School/District- School- Custom tab- Calendar – Instructional Program Number Valid values: 01-99


No.



Student Standard Day 3

Student/ Student Maintenance – select student- Main tab- Manage – Schedule Export Sum of minutes in the Bell Schedule (Scheduling/ Setup/ Lookup/ Bell Schedule) for the report count date Exclude Lunch minutes for students in grade level 06, 07, 08, 09, 10, 11, 12, T6, T7 and T8 using period variations. Or Student Custom tab – Instruction – Student Standard Minutes

Student Std Day Effective Date 8

Student/ Student Maintenance – select student- Enroll tab- Reported Date OR Student’s most recent enrollment/re-enrollment date for the acad session.



InformationNOW TN State Exports and Reports InformationNOW TN – Student Class Assignment 048 • 95

InformationNOW TN – Student Class Assignment 048

Data Setup & Entry The purpose of this file is to populate and update EIS with Student Schedule information.

Note: Export 1 record per student per section in the student schedule per acad session where the course has a state number and is Active, State Reported, and Instructional.




• Course sections must have a state course number and Is State Reported checked. Scheduling | Master Schedule | select course – State course number and checkbox is state reported.

• Course sections can have the course custom – course details – Rotation Start Date and Rotation End Date populated. (EX. If school is set to 4 terms but the school offers 9 week rotation classes)

96 • InformationNOW TN – Student Class Assignment 048 InformationNOW TN State Exports and Reports

• Student class start date will look at the students schedule for the current enrolled date. If no date is entered it will use either the enroll date to school or start of term date. Go to Students | Student Maintenance. Search for and select to View the student. Click Schedule under the Manage menu on the left. Click to View a class section to see the enrollment details.

• Student class end date will look at the students schedule for the withdraw date if it doesn’t have a date it will use either the end of term date. Go to Students | Student Maintenance. Search for and select to View the student. Click Schedule under the Manage menu on the left. Click to View a class section to see the withdrawal details.

• Vocational Outside IEP will pull from the student schedule custom tab checkbox. Go to Students | Student Maintenance. Search for and select to View a student. Click the Schedule option under the Manage menu on the left. Click to View a section on the student schedule. Click the Custom tab. Verify Vocational Outside IEP is checked where appropriate.

InformationNOW TN State Exports and Reports InformationNOW TN – Student Class Assignment 048 • 97

Note: This is used if a Special Education student takes a vocational class that is not defined in their IEP.






98 • InformationNOW TN – Student Class Assignment 048 InformationNOW TN State Exports and Reports











Student PIN 9 Student/ Student Maintenance – select student- Custom tab- Demographics- PIN Note: This is used only if the student doesn’t have an SSN


Local Class Number 15 Scheduling/ Master Schedule/ Course.Section Number

Student Class Begin Date 8

Student/ Student Maintenance – select student- Main tab- Manage – Schedule – view class – enroll date (if no date use start of term date) Or If course custom – course details Rotation State Date is populated this can be used as start of term date Format: CCYYMMDD

Student Class End Date 8

Student/ Student Maintenance – select student- Main tab- Manage – Schedule – view class – withdraw date (if no date use end of scheduled term or end of term date) Or If course custom – course details Rotation State Date is populated this can be used as end of term date

InformationNOW TN State Exports and Reports InformationNOW TN – Student Attendance 049 • 99

Extract Data Element Length InformationNOW Location Format: CCYYMMDD

Vocational Outside IEP 1

Student/ Student Maintenance – select student- Main tab- Manage – Schedule – view class- Student Schedule Custom tab – Vocational – Vocational Outside IEP checkbox Export – Y if ‘Vocational Outside IEP is check Blank if not checked



InformationNOW TN – Student Attendance 049

Data Setup & Entry The purpose of this file is to populate and update EIS with student attendance data. Export 1 row per student per Daily Absence per acad session select where absence date is equal to or less than the report count date, Absence Reason state code is not blank, and Absence Level is All Day.

• Attendance Setting should be set to First Day of Non-Attendance. Go to School/District | District. Click the Enrollment tab and verify that the Withdrawal date school enters is student’s is set to First day of non-attendance.

• Attendance Setting (Attendance | Setup | Setting tab) – how the program calculates the student’s attendance. Use Attendance Unit – Percentage of Minutes Absent.

100 • InformationNOW TN – Student Attendance 049 InformationNOW TN State Exports and Reports

• Attendance Levels should be mapped to attendance reasons. (Attendance | Setup – Lookup- Absence Level.)

NOTE: All Day/Period Other and Half Day/ Period Other – any absent reason that would not count against the student’s attendance Ex. Field Trip, School Sponsered Event.

• Withdrawl settings (School/ District | Setup- Setting Tab- should be set to First day of non-attendance.

• Attendance data pulls from the student’s attendance records. Go to Students | Student Maintenance. Search for and select to View the student. Click the Attendance link under the Manage menu on the left.

Absent Reason and Category Category Name State Code Excused Excused Absence A

Excused Excused Left Early E

Excused Excused Tardy D

Excused Present for Transportation Excused T

InformationNOW TN State Exports and Reports InformationNOW TN – Student Attendance 049 • 101

Category Name State Code Unexcused Unexcused Absence U

Unexcused Present for Transportation Unexcused X

Unexcused Unexcused Left Early G

Unexcused Unexcused Tardy F

• Attendance Type will look at the student attendance reason located under Students | Student Maintenance. Search for and select to View the student. Click the Attendance link under the Manage menu on the left. Review the absence Reason.






102 • InformationNOW TN – Student Attendance 049 InformationNOW TN State Exports and Reports

• Student must have Social Security Number or PIN populated. (Student/ Student Maintenance – select student- Main

tab- Personal- Social Security No or Student/ Student Maintenance – select student- Custom tab- Demographics- PIN)












InformationNOW TN State Exports and Reports InformationNOW TN – Student Withdraw 050 • 103

Extract Data Element Length InformationNOW Location Student Social Security Number 9 Student/ Student Maintenance – select student- Main tab- Personal- Social Security

No.



Attendance Date 8 Student/ Student Maintenance – select student- Main tab- Manage- Attendance Export dates with Reason State codes (A, T, U, X)

Attendance Type 1

Student/ Student Maintenance – select student- Main tab- Manage- Attendance – Reason Code Export A for Daily Absence with category Excused. Export T for Check In/ Check Out with category Excused. Export U for Daily Absence with category Unexcused. Export X for Check In/ Check Out with category Unexcused. Export P as an edit if the daily absent was deleted that was previously reported. Valid value: A, P, T, U, X



InformationNOW TN – Student Withdraw 050

Data Setup & Entry The purpose of this file is top populate and update EIS with student withdrawal data.

Note: Exports 1 row per student withdraw from the acad session(s) selected.

If the student has been marked as No Show export 1 row with the Attendance Start date.

104 • InformationNOW TN – Student Withdraw 050 InformationNOW TN State Exports and Reports

• Attendance Setting should be set to First Day of Non-Attendance. Go to School/District | District. Click the Enrollment tab and verify that the Withdrawal date school enters is student’s is set to First day of non-attendance.

• Student withdrawal code must have a class of withdrawal. Go to Students | Setup. Select Enrollment Reason from the list and click Refresh. Verify that Enrollment Reason codes have a classification of Withdrawal (W).

• Student withdrawal code must have the correct state code. Go to Students | Setup. Select Enrollment Reason from the list and click Refresh. Verify that Enrollment Reason codes have the correct state code.

Name Class Code State Code Dropout under 18 W,N 00 00

Dropout 18 Plus W,N 01 01

Withdrawn to State W,N 02 02

Transfer Out of District W,N 03 03

Transfer In District W,N 04 04

Transfer Out of State W,N 05 05

Transfer to Non Public W,N 06 06

Doctor Withdrawal W,N 07 07

Deceased W,N 08 08

Home or PreK W,N 10 10

Court Ordered W,N 11 11

Early Graduation W,N 12 12

PreK Permanent Dismissal W,N 13 13

Choice Withdrawal W,N 14 14

TEIS Transition W,N 15 15

Special Education W,N 16 16

Distance Learning W,N 17 17

InformationNOW TN State Exports and Reports InformationNOW TN – Student Withdraw 050 • 105








106 • InformationNOW TN – Student Withdraw 050 InformationNOW TN State Exports and Reports














Withdraw Date 8 Student/ Student Maintenance – select student- Enrollment tab- Enrollment Code is class Withdrawal – Reported Date

InformationNOW TN State Exports and Reports InformationNOW TN – Student End Of Service 051 • 107


Withdrawal Reason 2

Student/ Student Maintenance – select student- Enrollment tab- Enrollment Code is class Withdrawal- Reason Code Valid value: 00, 01, 02, 03, 04, 05, 06, 07, 08, 10, 11, 12, 13, 14, 15, 16, 17



InformationNOW TN – Student End Of Service 051

Data Setup & Entry The purpose of this file is to populate and update EIS with promotion, demotion, retention, and graduation information.

Note: Export 1 record per student per grade level for the acad session start to end date. This will include students that are withdrawn with the reason Early Graduate state code 12(must have expected grad date and graduated checked.

• The Completion Document Type exports from the student Goals Sought looking at the Diploma. Go to Students | Student Maintenance. Search for and select to View the student. Click the Goals Sought link under the Manage menu on the left. Verify the student has a goal set as Diploma with a valid value of Regular, Special Education, High School Certificate, No Diploma Senior or GED.

• Graduating students must have an Expected Graduation Date. Go to Students | Student Maintenance. Search for and select to View the student. On the Main tab verify the student’s Expected Graduation Date. The Graduated checkmark will automatically check when the students are promoted.

108 • InformationNOW TN – Student End Of Service 051 InformationNOW TN State Exports and Reports

• Completion Document Date, Type, and Period exports from the student grade level Hist. Go to Students | Student Maintenance. Search for and select to View the student. Under Grade Level on the Main tab click the Hist. link to view the history. Verify Start Date and Reason.

Note: Valid reason codes include Demotion (D), Enrolled (E), Graduated (G), Mid-Year Promotion (M), Promoted (P), Retained (R), and Withdrawn (W).

• Student must have Social Security Number or PIN populated. (Student/ Student Maintenance – select student- Main tab- Personal- Social Security No or Student/ Student Maintenance – select student- Custom tab- Demographics- PIN).



o Student must have a reporting school. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the Reporting School.


Main tab.

InformationNOW TN State Exports and Reports InformationNOW TN – Student End Of Service 051 • 109




Note: Export one record per student per grade level history for the acad sessions selected.







School Year 4 School/District- School- Acad. Sessions tab- Start date Year

110 • InformationNOW TN – Student End Of Service 051 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location Format CCYY




No.



End of Service Action Date 8

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level – Hist (Max grade level history date) Student that are mass promoted will show the date of the calendar end date.

End of Service Action 1

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level – Hist (Max grade level history Reason) Valid Code: P, R, D P (Promoted to next grade level) D (Demotion) R (Retained) G (Graduated) Export P M (Mid-Year Promotion) will export P NOTE: Exclude Withdrawn student they will report on the Withdrawal Export except code 12 Early Graduates. *Graduates will export Expected Graduation date.

Completion Document Date 8

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level – Hist (Max grade level history Reason = Graduated) OR export 00000000 *Graduates will export Expected Graduation date.

Completion Document Type 1

Student/ Student Maintenance – select student- Main tab- Manage – Goals Sought –Diploma bulleted and Grade Level history is Graduated Reason Or Export 0 Valid Values: 0, 1, 3, 4, 5, 6

InformationNOW TN State Exports and Reports InformationNOW TN – Student Club Membership 052 • 111


Completion Document Period 2

Student/ Student Maintenance – select student- Main tab- Personal- Grade Level – Hist (Max grade level history Reason = Graduated) And the Graduated record start date is less than May 1st Export EA if grade level history start date less than May 1st Export SU Or the Graduated record start date is greater than July 1st Export SP Export Blank space if the student is not graduated



InformationNOW TN – Student Club Membership 052

Data Setup & Entry This Tennessee exports collects data on the Student Club Participation.

Note: Export one record per student per club membership per acad sessions selected.

Only active club membership can be reported.

Services copied from previous year using Mass Enrollment that do not have an end date will export the calendar attendance start date.

• Club Membership exports from the student district service. Go to Students | Student Maintenance. Search for and select to View the student. Click the Services link under the Manage menu on the left. Verify the student has a Service record with a Service Type of Club.

112 • InformationNOW TN – Student Club Membership 052 InformationNOW TN State Exports and Reports

District Services with type of CLUB: Service Type District Service Name Description State Code Club Business Professionals of America Business Professionals of America BPA

Club Distributive Education Clubs of America

Distributive Education Clubs of America DECA

Club Family Career and Community Leaders of America

Family Career and Community Leaders of America FCCLA

Club Future Business Leaders of America

Future Business Leaders of America FBLA

Club Future Farmers of America Future Farmers of America FFA

Club Health Occupations Students of America

Health Occupations Students of America HOSA

Club Skills USA Skills USA SkillsUSA

Club Technology Student Association Technology Student Association TSA

Club Tennessee Career Association Tennessee Career Association TCA_JTA




InformationNOW TN State Exports and Reports InformationNOW TN – Student Club Membership 052 • 113






Note: Export one record per student per club membership per acad sessions selected.

114 • InformationNOW TN – Student Club Membership 052 InformationNOW TN State Exports and Reports

Only active club membership can be reported.













Club ID 15

Student/ Student Maintenance – select student- Manage- Services- Service Type= Club Start Date is less than or equal the report count date and End Date is greater than report count date Valid Values: BPA, DECA, FBLA, FCCLA, FFA, HOSA, TCA_JTA, SkillsUSA, TSA

Club Membership Start Date 8

Student/ Student Maintenance – select student- Manage- Services- Service Type= Club – Start Date *Services copied from previous year using Mass Enrollment that doesn’t have an end date will export the calendar attendance start date.* Format: CCYYMMDD

Club Membership End Date 8

Student/ Student Maintenance – select student- Manage- Services- Service Type= Club – End Date (where Club Type is a valid value from Club ID) Format: CCYYMMDD

InformationNOW TN State Exports and Reports InformationNOW TN – Staff Member 060 • 115




InformationNOW TN – Staff Member 060

Data Setup & Entry This file populates staff demographics.

Note: Export one record per staff per acad session(s) selected.

A current classification is required for all school personnel transmitted for EIS.

University teachers or military instructors use SSN or PIN (do NOT enter all 9’s or all 8’s in the SSN field.

Staff members that do not have a start date on their classification the date exported for the calendar start date and the FTE if blank will export as 1.00.

• Staff Demographic information will export from the staff screen. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Verify the demographic information on the Main tab under the Personal section - Staff SSN, Staff ID Number, Hispanice Checkbox (if applicable), and Race.

Note: For University or military instructors use SSN or PIN as the SSN. Do not enter all 9’s or 8’s for SSN.

116 • InformationNOW TN – Staff Member 060 InformationNOW TN State Exports and Reports

• Staff License Number and Licensure Check will export. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Verify the Licensure Check and Teacher License Number fields on the Custom tab.

Note: Custom tab data is per school. User must be logged into the correct acad session (school) to enter the data for the staff.

• If a staff members SSN, Teacher License Number, First Name or Last Name changes, populate the staff Custom tab EIS Uploads section for previous information that changed. Check to Restage Staff to EIS. After the export is complete the Previous fields will be blank.

• Staff Classification must have a state code. Go to Staff | Setup | Classification. Verify the codes have been assigned the appropriate state code.

• Verify Staff Status. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Click the Class tab and verify the FTE for the staff classification record. Example below shows a full time staff member with only 1 classification.

o This is an example of a staff member with multible classifications:

o If a staff member’s classification changes or employment ends, add an end date to the classification.


o New employees that start after the acad session has started will need a start date.








Record Type 1

N= when data does not exist in audit/reporting table. (New Staff is added) E= when a change to existing data occurs. (existing Staff changes) D= when data that exists in the audit/reporting table is deleted. (existing Staff is deleted)







Staff Social Security Number 9

Staff/ Staff Maintenance – select staff- Main tab- Personal- Social Security No. University teachers or military instructors use SSN or PIN (do NOT enter all 9’s or all 8’s in the SSN field. (Staff/ Custom/ Pin)

Teacher License Number 9 Staff/ Staff Maintenance – select staff- Custom tab- License- Teacher License Number

Local Staff Key 10 Staff/ Staff Maintenance – select Staff- Summary tab- Personal- File No. (excluding leading ST)

First Name 15 Staff/ Staff Maintenance – select staff- Main tab- Personal- First Name

Middle Name 15 Staff/ Staff Maintenance – select staff- Main tab- Personal- Middle Name



Last Name 25 Staff/ Staff Maintenance – select staff- Main tab- Personal- Last Name

Suffix 3 Staff/ Staff Maintenance – select staff- Main tab- Personal- Generation

Date of Birth 8 Staff/ Staff Maintenance – select staff- Main tab- Personal- Date of Birth Format: CCYYMMDD

Staff Previous Social Security Number 9

Staff/ Staff Maintenance – select staff- Custom tab- EIS Upload- Previous Social Security No. If SSN is different from previous submission export last SSN Restage Staff to EIS must be checked to send the Previous data.

Staff Previous Teacher License 9

Staff/ Staff Maintenance – select staff- Custom tab- EIS Upload- Previous Teacher License If License number is different from previous submission export last Teacher License Number Restage Staff to EIS must be checked to send the Previous data.

Previous First Name 15 Staff/ Staff Maintenance – select staff- Custom tab- EIS Upload- Previous First Name If First Name is different from previous submission export last First Name Restage Staff to EIS must be checked to send the Previous data.

Previous Last Name 25 Staff/ Staff Maintenance – select staff- Custom tab- EIS Upload- Previous Last Name If Last Name is different from previous submission export last Last Name Restage Staff to EIS must be checked to send the Previous data.

Gender 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Gender Valid Values: M = Male F = Female

Ethnicity 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Hispanic checkbox Export H if Hispanic is checked Or Export N if Hispanic is not checked Valid Values: H = Hispanic N = Non-Hispanic

American Indian Alaskan Native 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Race Export Y if any Race State code = I Or Export N Valid Values: Y = member of this racial group N = not a member of this racial group



Asian 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Race Export Y if any Race State code = A Or Export N Valid Values: Y = member of this racial group N = not a member of this racial group

Native Hawaiian or Pacific Islander 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Race Export Y if any Race State code = P Or Export N Valid Values: Y = member of this racial group N = not a member of this racial group

Black or African American 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Race Export Y if any Race State code = B Or Export N Valid Values: Y = member of this racial group N = not a member of this racial group

White 1

Staff/ Staff Maintenance – select staff- Main tab- Personal- Race Export Y if any Race State code = W Or Export N Valid Values: Y = member of this racial group N = not a member of this racial group


Licensure Check 1

Staff/ Staff Maintenance – select staff- Custom tab- License- Licensure Check Export Valid State Code for select drop list Export a blank space if blank Valid Values: N = New Teacher R = ROTC U = University Teacher O = Other

Waiver Request Course 4 Always 0000

InformationNOW TN State Exports and ReportsInformationNOW TN – Staff Member Current Assignment 062 • 121


Staff Status 1

Staff/ Staff Maintenance – select staff- Class tab- Classification – FTE Export F if Classification FTE = 1.00 Or Export P NOTE: if the staff has more than one classification for the same school add the FTE values Valid Values: F = Full Time P = Part Time

Filler 20 Must be Blank Spaces

InformationNOW TN – Staff Member Current Assignment 062

Data Setup & Entry This file populates staff member current assignment/classification. Each classification that no longer applies to the staff must be ended.

Note: Export one record per staff school classification that is active during the current year.

By default the export will send the classification start date as the Calendar Start date and the FTE as 1.00. End of year export will send the classification end date as calendar end date.

If the staff has multiple classifications export multiple classifications.

A classification start date may start in a previous year and will continue to export until an end date is added.

• Staff demographic information will export from the staff screen. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Verify the demographic information on the Main tab under the Personal section - Staff SSN and Staff ID.

122 • InformationNOW TN – Staff Member Current Assignment 062InformationNOW TN State Exports and Reports

Note: For University or military instructors use SSN or PIN as the SSN. Do not enter all 9’s or 8’s for SSN.

• Staff License Number and Licensure Check will export. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Verify the Licensure Check and Teacher License Number fields on the Custom tab.

Note: Custom tab data is per school. User must be logged into the correct acad session (school) to enter the data for the staff.

• If a staff members SSN, Teacher License Number, First Name or Last Name changes, populate the staff Custom tab EIS Uploads section for previous information that changed. Check to Restage Staff to EIS. After the export is complete the Previous fields will be blank.

• Staff Classification must have a state code. Go to Staff | Setup | Classification. Verify the codes have been assigned the appropriate state code.

• Verify Staff Status. Go to Staff | Staff Maintenance. Search for and select to View a staff member. Click the Class tab and verify the FTE for the staff classification record. Example below shows a full time staff member with only 1 classification.

o This is an example of a staff member with multible classifications:

InformationNOW TN State Exports and ReportsInformationNOW TN – Staff Member Current Assignment 062 • 123

o If a staff member’s classification changes or employment ends, add an end date to the classification.

o New employees that start after the acad session has started will need a start date.




124 • InformationNOW TN – Staff Member Current Assignment 062InformationNOW TN State Exports and Reports



Record Type 1






Staff Social Security Number 9 Staff/ Staff Maintenance – select staff- Main tab- Personal- Social Security No.



Current Assignment 10 Staff/ Staff Maintenance – select staff- Class tab- Classification (End date is null or date is greater than report count date)

Current Assignment Begin Date 8

Staff/ Staff Maintenance – select staff- Class tab- Classification – select Classification – Start Date (Start date is less than report count date or end date is null or date is greater than report count date) By default the export will send the classification start date as the Calendar Start date and the FTE as 1.00. Valid Format: CCYYMMDD

Current Assignment End Date 8

Staff/ Staff Maintenance – select staff- Class tab- Classification - select Classification – End Date (End date is less than report count date) If End date is Null export all zero’s. End of year export will send the classification end date as calendar end date. Valid Format: CCYYMMDD


InformationNOW TN State Exports and Reports InformationNOW TN – Staff Member Class Assignment 063 • 125

InformationNOW TN – Staff Member Class Assignment 063

Data Setup & Entry This file populates staff member class assignment/classification.

• Staff Classification, Start Date and End Date should be entered on staff. Go to Staff | Staff Maintenance. Search for and click to View the staff member. Click the Class tab and verify the Classification, Start Date and (where applicable) End Date.

• If a staff member starts teaching a course then leaves or no longer teaches the course then setup the Staff Class Begin and End date exports from Scheduling | Master Schedule. Search for and select to View a section. Click the Custom tab. Under the Staff Class Assignment section verify the Staff Begin/End Date 1-3 fields. If these fields are blank then the export will send the Calendar Start date for the section. (Enter full staff number ST1234)

• Teacher of Record exports from Scheduling | Master Schedule. Search for and select to View a section. Export will send the Teacher that is marked as Primary.

126 • InformationNOW TN – Staff Member Class Assignment 063 InformationNOW TN State Exports and Reports

• Federally Funded Class exports from Scheduling | Master Schedule. Search for and select to View a section. Click the Custom tab and check the Federally Funded checkbox.




InformationNOW TN State Exports and Reports InformationNOW TN – Staff Member Class Assignment 063 • 127

Note: Export one record per section teacher per section per acad session(s) selected.



Record Type 1






Staff Social Security Number 9 Staff/ Staff Maintenance – select staff- Main tab- Personal- Social Security No.



Local Class Number 10 Scheduling/ Master Schedule/ Course.Section Number

Staff Class Begin Date 8

Scheduling/ Master Schedule/ View Course.Section Number – Custom Tab- Staff Class Assignment – Staff Begin Date 1, 2, and/or 3 Or If Course Custom Tab is blank Scheduling/ Setup/ Lookup Term- Calendar Start date Valid Format: CCYYMMDD

Staff Class End Date 8

Scheduling/ Master Schedule/ View Course.Section Number – Custom Tab- Staff Class Assignment – Staff End Date 1, 2, and/or 3 Or If Course Custom Tab is blank Scheduling/ Setup/ Lookup Term- Calendar End date Valid Format: CCYYMMDD

Teacher of Record 1

Scheduling/ Master Schedule/ View Course.Section – View Teacher link – Teacher is bulleted as Primary Valid Values: Y = Teacher of Record

128 • InformationNOW TN – Student Final Grade 080 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location N = Not Teacher of Record

Federally Funded Class 1

Scheduling/ Master Schedule/ View Course.Section – Custom tab – Course Details – Federally Funded is checked export Y Or If Federally Funded is not check export N Valid Values: Y = Federally funded N= Not federally funded


InformationNOW TN – Student Final Grade 080

Data Setup & Entry The purpose of this file is to populate and update EIS with final grades received for class assignments.

Note: Export 1 record per student per section term marked award credit.

Valid Alpha grades must have correct state code.

Final Grade determined by the section that award credit, Graded Item that awards GPA Credit, and the GPA method has state code DOESTD.


InformationNOW TN State Exports and Reports InformationNOW TN – Student Final Grade 080 • 129



• Student must have a schedule. Go to Students | Student Maintenance. Search for and select to View the student. Click Schedule under the Manage menu on the left. Verify the student has a schedule for the correct terms.

• Transfer Student with Transcripts (Year Class was taken) will export. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Credit Transfer Date field.

• Course Sections must be setup for credits, GPA and weight added for all Honors/IB/AP courses. Go to Scheduling | Master Schedule. Search for and select to View a section.


• The term that the class is taken will export from the master schedule and student schedule. To verify the class go to Scheduling | Master Schedule. Search for and select to View a section. Verify the terms checkboxes where A.Credit is checked.

• Verify terms have been assigned the correct state codes. Go to System Preferences | Setup. Select Terms and click Refresh. Confirm the term(s) have been assigned the correct state code from the following list:

Note: Term is defined as the shortest period of time the course last or credit is awarded.

Name Description Code State Code 4 Term

Q1 Quarter 1 Q1 Q1

Q2 Quarter 2 Q2 Q2

Q3 Quarter 3 Q3 Q3

Q4 Quarter 4 Q4 Q4

2 Term

S1 Semester 1 S1 S1

S2 Semester 2 S2 S2

Trimester

T1 Trimester 1 T1 T1



Year Round

YR Year Round YR YR

Summer

SU Summer Term SU SU

• Student Grade Assignment when the class was taken will export from the student. Go to Students | Student Maintenance. Search for and select to View the student. Verify the Grade Level. Grade Level must also be assigned the correct state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify the state code for all grade levels from the following list.

Grade Level Description State Code 5 Fifth Grade 05

6 Sixth Grade 06

7 Seventh Grade 07

8 Eighth Grade 08

9 Ninth Grade 09

10 Tenth Grade 10

11 Eleventh Grade 11

12 Twelfth Grade 12


Grade Level Description State Code T5 Fifth Grade Transition T5

T6 Sixth Grade Transition T6

T7 Seventh Grade Transition T7

T8 Eighth Grade Transition T8

• Private or Out of State Transfer that need historical transcript data will be sent from the student custom tab. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Credit Transfer Date is between Calendar Attendance Start and End Date.


• The following explains where the information is pulled for Credits Attempted, Credits Earned, Alpha Grade, Numeric Grade, and Quality Points.

• Final grade is determined based on the course section has A.credit checked. Graded Item must have GPA Points selected and the GPA method state code is DOESTD.

• Graded Item must have GPA Point and Graduation Credit checked. Go to Grades | Setup. Select Grading Periods from the list. Select the Term and click Refresh. Click to View a grading period. Graded Items display at the bottom of the screen. For grades to be included in the Student Final Grade export both GPA Points and Graduation Credit must be checked.


• Valid Alphabetic Grades must have state codes. Go to Grades | Setup. Select Valid Alphabetic Grades and click Refresh. Verify that each alphabetic grade has the correct state code.

Alpha Grade Description State Code A+ A+ A+

A A A

A- A- A-

B+ B+ B+

B B B

B- B- B-

C+ C+ C+

C C C

C- C- C-

D+ D+ D+

D D D

D- D- D-

F F F

I Incomplete I

P Passing P

• GPA method must have state code of DOESTD. Go to Grades | Setup. Select GPA Method and click Refresh. Verify that the GPA to be exported has the state code of DOESTD.

• Grading Scale must have Award Graduation Credit and Is Passing checked where applicable. Go to Grades | Setup. Select Grading Scales and click Refresh. Click to View the scale. Verify that Award Graduation Credit and Is Passing are checked where appropriate.


• Master Schedule: Go to Scheduling | Master Schedule. Search for and select to View the section. Verify the following:

• GPA Credit and Grad Credit should be set up on the Master Schedule. Also the GPA Method for Weight Add and Weight Multiplier. Verify GPA Credit and Graduation Credit for the section. Also verify GPA Method for Weight Add and Weight Multiplier.

• Check A.Credit for the Terms that will award credit. The GPA and Grad Credit is divided by the number of checkmarks in A.Credit. Verify that the course section is marked as “Is State Reported”.

• Student Grade will look at the student’s grade and export the grade that the graded item is checked for GPA and Grad Credit. Go to Students | Student Maintenance. Search for and select to View the student. Click Grades under the Manage menu on the left.

• Grading Scale by Priority:


o Student Schedule screen

o Student School tab

o Master Schedule

o Grade Level









Extract Data Element Length InformationNOW Location Filler 2 Defaults to 00







Student PIN 9 Student/ Student Maintenance – select student- Custom tab- Demographics- PIN Note: This is used only if the student doesn’t have an SSN


Year class was taken 4

School/District- School- Acad. Sessions tab- Start date Year If Transfer Section from Transcript export Student/ Student Maintenance – select student- Custom Tab- Credit Transfer Date (Year – 1)

Term class was taken 2

Student Scheduled Sections that are checked to earn credit and the term has a state code. Valid Values: S1 , S2, T1, T2, T3, Q1, Q2, Q3, Q4, YR, SU

Grade Assignment when class was taken 2

Student/ Student Maintenance – select student- Main Tab- Personal – Grade Level Valid Values: 05, 06, 07, 08, 09, 10, 11, 12, T5, T6, T7, T8

Private or Out of State Transfer 1

Student/ Student Maintenance – select student- Custom Tab- Credit Transfer – Credit Transfer Date Valid Values: Y= Has a date Blank if empty

Course Code 5 Scheduling/ Master Schedule/ View Course.Section- Course Information- State Course Number

Local Course Number 15 Scheduling/ Master Schedule/ View Course.Section- Course Information- Course.Section Number (Full course number)



Credits Attempted 3

Scheduling/ Master Schedule/ View Course.Section- Section Details- Graduation Credit Valid Values: 025, 050, 100

Credits Earned 3

If the grade is passing look at the Course.Section to determine the Credit based on the Graduation Credit divided by the checkmarks on A.Credit Valid Values: 000, 025, 050, 100

Alpha Grade 2

Student/ Student Maintenance – view student – Manage- Grades (Valid Alpha grades must have state codes) If collecting Numeric grades export the Alpha grade from the grading scale Valid Values: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, I, P

Numeric Grade 3 Student/ Student Maintenance – view student – Manage- Grades If collecting Alpha grades export the Avg Equivalent from the grading scale

Quality Points 1

Student/ Student Maintenance – view student – Manage- Grades And Grades/ Setup/ Lookup- Grading Scale- View GPA for the grade earned Pulls Weight Added to Numeric Grade Honors classes must have Difficulty level Honors. Weighted Grade minus Unweighted grade 5 Points ADDED (105 – 100 = 5) 3 Points ADDED (103 – 100 =3) Transfer Students all points greater than 100 reported here



InformationNOW TN State Exports and Reports InformationNOW TN – Student Instructional Services 081 • 137

InformationNOW TN – Student Instructional Services 081

Data Setup & Entry This Tennessee exports collects data on the type of targeted Instructional assistance received by the student.

Note: Export 1 row per student per Service where service type is TA Instructional Services and the End Date is null or greater than or equal the report count date.




• Student must have one of the following district services. Go to Students | Student Maintenance. Search for and select to View the student. Click Services under the Manage menu on the left. Verify the student has one of the following district services:

138 • InformationNOW TN – Student Instructional Services 081 InformationNOW TN State Exports and Reports



TA Instructional Services

Math Math Targeted Assistance Instructional Services 01

TA Instructional Other TA Instructional Service

Other Targeted Assistance Instructional Services 06


Reading and Language Arts

Reading and Language Arts Targeted Assistance Instructional Services

02


Science Science Targeted Assistance Instructional Services 03


Social Studies Social Studies Targeted Assistance Instructional Services 04


Vocational Vocational Targeted Assistance Instructional Services 05




InformationNOW TN State Exports and Reports InformationNOW TN – Student Instructional Services 081 • 139














140 • InformationNOW TN – Student Support Services 082 InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location Note: This is used only if the student doesn’t have an SSN.


TA Instructional Assistance 2

Student/ Student Maintenance – select student- Manage – Services – View Service Name Valid values: 01 - Math 02 - RLA 03 - Science 04 - Social Studies 05 - Vocational 06 - Other



InformationNOW TN – Student Support Services 082

Data Setup & Entry This Tennessee exports collects data on the type of targeted Instructional Support Assistance received by the student.

Note: Export one row per student per Service where service type is equal to TA Support Services and the End Date is null or greater than or equal to the report count date.


InformationNOW TN State Exports and Reports InformationNOW TN – Student Support Services 082 • 141



• Student must have one of the following district services. Go to Students | Student Maintenance. Search for and select to View the student. Click Services under the Manage menu on the left. Verify the student has one of the following district services:



TA Support Services Receiving SES Advocacy Targeted Assistance Support Services 05

TA Support Services Dental

Dental Targeted Assistance Support Services

02

TA Support Services Eye Card

Eye Card Targeted Assistance Support Services

03

TA Support Services Guidance

Guidance Targeted Assistance Support Services

04

TA Support Services Health

Health Targeted Assistance Support Services

01

TA Support Services Other TA Support Service

Other Targeted Assistance Support Services

06


142 • InformationNOW TN – Student Support Services 082 InformationNOW TN State Exports and Reports


Main tab.








InformationNOW TN State Exports and Reports InformationNOW TN – Student Support Services 082 • 143

Extract Data Element Length InformationNOW Location District ID 3 School/District- District- Main tab- District Number






No.



TA Support Services 2

Student/ Student Maintenance – select student- Manage – Services – View Service Name Valid values: 01 - Math 02 - RLA 03 - Science 04 - Social Studies 05 - Advocacy 06 - Other



144 • InformationNOW TN – Student Choice Applied 083 InformationNOW TN State Exports and Reports

InformationNOW TN – Student Choice Applied 083

Data Setup & Entry This Tennessee exports collects data on students who applied for transfer out of school of context due to choice. This record must be sent from the school that the student applied to leave, not the school where the student was transferred.

Note: Export 1 row per student.




• Student Choice Applied must be assigned where applicable. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Enter the Date Applied for Choice (date should be equal to or greater than the Calendar Attendance Start Date).


InformationNOW TN State Exports and Reports InformationNOW TN – Student Choice Applied 083 • 145











School Year 4 School/District- School- Acad. Sessions tab- Start date Year

146 • 200 Day Accountability InformationNOW TN State Exports and Reports

Extract Data Element Length InformationNOW Location Format CCYY






Student Choice Applied 1 Student/ Student Maintenance – select student- Custom tab- Choice – Date Applied for Choice (date should be equal to or greater that the calendar attendance start date)



200 Day Accountability

Data Setup & Entry The 200-Day Accountability Report reflects data extracted in the 200 Day Calendar (010) and 200 Day Event Calendar (011) exports.

• Send completed form by June 1.

•

• Generate one full report per district calendar.

• School will only report if ‘Report to State’ is selected. (School/District – School – Main tab)

InformationNOW TN State Exports and Reports 200 Day Accountability • 147

• School Custom Field ‘District Calendar” is selected. (School/District – School – Custom tab)

• Calendar Day is marked ‘InCalendar’. (School/District – School – Acad Session tab)

• Commission Waived Inclement Weather days have with Event type MI or MD, ‘IsInstructional’ is not selected, and Duration is always 1.00.

• Event are entered in the Calendar using the Add button to select the event and add the correct duration and Instructional (if applicable) to send to EIS.


Calendar Events Calendar Event Description State Code

for Calendar Description

Attendance End Date - The last day students are scheduled to attend for the service program AE

Attendance Start Date - The first day students are scheduled to attend for the service program AS

Calendar End Date - The last day of the calendar for the service program CE

Calendar Start Date - The first day of the calendar for the service program CS

Christmas Holiday - Holiday, Christmas (Only applied as a full day) CH

Extend School Day - Make-up day, Extend school day - Waived Inclement Weather days MD

Extend Service Program - Make-up day, Extend service program MS

In Service Day - A day for staff development IS

In Service Optional - The number of days for staff development that do not have a scheduled date IO

Inclement Weather - Stockpiled day, Inclement Weather (Only applied as a full day) SI

Missed Instructional Day - Missed Instructional Day (Only applied as a full day) - Waived Inclement Weather days

MI

Other Administrative - Discretionary Day, Other Administrative OA

Other Discretionary Day - Discretionary Day, Other OO

Other Holiday - Holiday, Other (Only applied as a full day) OH

Other In Service Day - Discretionary Day, Other In Service OS

Other Instructional Day - Discretionary Day, Other Instructional OI

Other Teacher Vacation Day - Discretionary Day, Other Teacher Vacation OV

Parent Teacher Conference - A day set up to allow parents and teachers time to address accomplishments and/or concerns regarding a child’s education

PT

Previously a Holiday - Make-up day, Day previously designated as a Holiday MH

Professional Development - Stockpiled day, Professional Development (May be applied in partial days)

SP

Saturday - Make-up day, Saturday MA

Spring Break Holiday - Holiday, Spring Break (Only applied as a full day) SH

Sunday - Make-up day, Sunday MU

Teacher Vacation - The designated days that are set aside during the service program for all teachers to be off

TV


Data Layout

• School Year - School Year Start date pulls from term dates (Scheduling- Setup- Terms for the setup) (School/ District – School- Acad. Sessions tab – Start)

• District Name - (School/District- District- Main- District Name)

• District Number - (School/District- District- Main- District Number)

• Telephone - (School/District- District- Custom Tab- District Report Contact - Telephone Number)

• District Calendar Number – populated if the district has multiple district calendars.

• Student Days – (Minimum 180) Count of calendar days marked ‘Is Instructional’ (School/District- School- View School- Acad Sessions Tab- Select Name – Manage – View Year Calendar)

• Teacher Vacation with pay - (Minimum 10) Count of calendar days with Event type TV and ‘Is Instructional’ is not checked. (School/District- School- View School- Acad Sessions Tab- Select Name – Manage – View Year Calendar)

• In-Service Days – Sum of calendar days with Event type IS.

• In-Service Optional Days - (Minimum 5 with In-Service Days) Sum of calendar days with Event type IO.

• Teacher-Parent Conference - (Minimum 1) Count of calendar days with Event type PT.

• Discretionary Days (Other) - (Maximum 4) Sum of calendar days with Event type OV, OS, OA, OI, OO.

• Total Days – Sum of Student Days, Teacher Vacation Days with pay, In-Service Days, In-Service Optional Days, Teacher-Parent Conference, and Discretionary Days (Other).

• District Stockpile (Per Acad Session) – Print ‘Yes’ if the School Custom Field ‘District Inclement Weather’ is not blank for ALL District Calendar schools. Print ‘No’ if the School Custom field ‘District Inclement Weather’ is populated.

• District Extended Day make-up - Count of calendar days with Event type MD. Exclude Commission Waived Days with Event type MI and MD as these are non-instructional that have been waived.

• Stockpile Professional Development (Per Acad Session) – (Maximum 13 days when added with Stockpile-Inclement-Weather-Days) Value populated in the School Custom Field ‘District Professional Development’ or 0 not populated.

• Stockpile-Inclement-Weather-Days (Per Acad Session) - (Maximum 13 days when added with Stockpile-Prof-Dev) Value populated in the School Custom Field ‘District Inclement Weather’ or 0 not populated.

• If your district is not stockpiling days, do you have individual schools with at least a seven hour student day stockpiling days for the purpose of professional development for the current school year? – (Per Acad Session)

o Print X in the ‘Yes’ checkbox if School Custom Field ‘District Professional Development’ is blank for the District Calendar School and is not blank for Schools that share the same District Calendar Number.

o ‘No’ if School Custom Field ‘District Professional has a value.

• Individual Schools Stockpiling for Professional Development – Print the School Name(s) for all schools that are stockpiling Professional Development Days when the district calendar school is not.

• Student Open Date – (first day students are present) Date in the calendar with Event type AS.

• Christmas Break Days – Count of calendar days with Event type CH.

• Christmas Break Date – (first day students are not present) Date in the calendar for the first calendar day with Event type CH.

• Spring Break Days – Count of calendar days with Event type SH.


• Spring Break Date - (first day students are not present) Date in the calendar for the first calendar day with Event type SH.

• Student Closing Date - (last day students are present) Date in the calendar with Event type AE.

• In-Service Dates – Date(s) in the calendar with Event type IS or IO and Time will use the Duration of the calendar day. (List all dates and duration)

• Abbreviated Dates – (no more than 3) Dates in the calendar with Event type AD. List all dates and durations.

• Teacher-Parent Conference Dates – Date in the calendar with Event type PT. List all dates and durations.

• Discretionary Days (Other) – List of all Calendar Days with Event type OV, OS, OA, OI, OO. Time will pull from the Duration on the Calendar Day.

• Superintendent Signature – Print Blank signature line with a label ‘Superintendent’ and ‘Date’ label after the signature line.

• Chairman of the Board Signature - Print Blank signature line with a label ‘Chairman of the Board’ and ‘Date’ label after the signature line.

• District Director Signature - Print Blank signature line with a label ‘District Director’ and ‘Date’ label after the signature line.

• Commissioner Signature - Print Blank signature line with a label ‘Commissioner’ and ‘Date’ label after the signature line.

Report Layout

Tennessee Department of Education 200 Day Accountability Report

School Year _________

Send completed form by June 1, to: Regional Office

District Name: ____________________________ District #: __________ Telephone: ___________________________ _____________Student Days (Minimum 180) _____________Teacher Vacation with pay (Minimum 10) _____________In-Service Days _____________In-Service Optional Days (Minimum 5 with In-Service Days) _____________T/P Conference (Minimum 1) _____________Discretionary (Other) Days (Maximum 4) _____________Total (Minimum 200 days) _____________District Stockpile? (Yes or No) _____________District Extended Day Makeup _____________Stockpile-Prof-Dev (Maximum 13 days when added with Stockpile-Inclement-Weather-Days) _____________Stockpile-Inclement-Weather-Days (Maximum 13 days when added with Stockpile-Prof-Dev) If your district is not stockpiling days, do you have individual schools with at least a seven hour student day stockpiling days for the purpose of professional development for the current school year? □ Yes □ No If yes, list schools:


_____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ Student Open Date: _______(first day students are present) Christmas Break Days: _______(number of days) Christmas Break Date: _______(first day students are not present) Spring Break Days: _______(number of days) Spring Break Date: _______(first day students are not present) Student Closing Date: _______(last day students are present) ED 1896 (Rev.4/00)

Tennessee Department of Education 200 Day Accountability Report

In-Service (list by 1/3, 1/2, or 1 day only -- Do not break day into smaller segments) Date Time Date: Time Date: Time _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ _____________________________ ________________________________ _______________________________ Abbreviated dates (no more than 3) Date: Time ____________________ ____________________ ____________________

152 • ADM Vocational Report InformationNOW TN State Exports and Reports

Teacher Parent Conference date(s) Date: Time ____________________ ____________________ ____________________ Discretionary (Other) Dates (list by 1/3, 1/2, or 1 day only -- Do not break day into smaller segments) Date: Time Activity Date: Time Activity ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ The signatures below verify that the Accountability for 200 Days is in compliance with TCA 49-6-3004 and Conform to the Guidelines for Planning Approvable In-Service Education Activities. ____________________________________ ___________________ Superintendent Date Chairman of Board Date ____________________________________ ___________________ District Director Date Commissioner Date

ADM Vocational Report

Data Setup & Entry The Vocational Average Daily Membership Report reflects full time equivalent average daily membership attendance per grade level reported by school / district on a monthly basis for students enrolled in vocational courses.

Setup • Course/Section Custom Field Service District (Scheduling Master Schedule or Valid Course/ Custom Tab)

• Course/Section Custom Field Service School (Scheduling Master Schedule or Valid Course/ Custom Tab)

Activity Code A – Administrative I - In-service V – Vacation O - Other

InformationNOW TN State Exports and Reports ADM Vocational Report • 153

• Student Schedule (Student- Manage – Schedule)

• Student Home District Number

• Student Home School Number (if out of district) (Student Misc Tab – Resides out of District)

• Student Reporting School (Student Misc Tab-Service-Reporting School)

• Student Standard Day (School/District – School Custom Tab )

Export • Sections consider Vocation will export if the state course code is vocational and the course is marked as ‘state

reported’. (Scheduling Master Schedule or Valid Course/ Main Tab)- InformationNOW TN - State Course Codes.pdf

• Partial Student is a student enrolled in a section at the reporting school where:

o Course/Section Custom field Service District = 999 (Scheduling Master Schedule or Valid Course/ Custom Tab)

o Course/Section Custom field Service School = 0005 (Scheduling Master Schedule or Valid Course/ Custom Tab)

o Student School FTE < 1.00 or Student Attendance (Student Custom tab – Instruction -Standard Day.)

• Special Ed students with Primary Options 7, 8, or 9 defined as Service Type State Code SEOPT. These students are reported separately (column 1) and should not be included in their grade level counts.

• Special Ed students with Primary Options 1, 2, 3, 4, 5, 6, or 10 are defined as Service Type State Code = SEOPT should be counted in their grade level. (Student –Manage- Services)

http://support.sti-k12.com/documentation/stateg/InformationNow TN - State Course Codes.pdf



Calculations for Standard Day

• Student custom field Standard day (use this if the minutes are different from school student standard minutes.

• School Custom Grade Level Standard Day (entire grade level standard minutes are different from school student standard minutes- per Acad Session)

• School Standard Student Minutes – Default minutes for students (per Acad Session)

• ADM Calculations – ADM= [Days Scheduled * Time Scheduled /Student Standard Day] / Reporting Period Days

• ADM will be calculated separately for each vocational program in which the student is enrolled.

• Standard Day – The number of minutes the student is expected to be scheduled for a single day of school.

• Time Scheduled – Number of minutes the student is scheduled in the course section being reported. The number of minutes is calculated for the course from the bell schedule for the period the class meets.

Note: This can also be calculated by the minutes added to the course custom tab Class Minutes. When this option is used the period minutes will not report from the bell schedule.

• Calendar Days – Must have AS (Attendance Start) and AE (Attendance End) day in the current calendar Event Type.

InformationNOW TN State Exports and Reports ADM Vocational Report • 155

• Home School Rules – (Student Custom Tab – Demographics)

Received/Sent/Out of District • Received – Student Service School is not the same as school of context.

• Sent – Student enrolled in course where Service District or Service School is not the same as Context School or District (Takes class at another school)

• Outside District – Student is consider received

Layout

• Print the Title and Elements for each School/ Academic Session

• Title- Monthly Vocational Class Full Time Equivalent Average Daily Membership

o Title – Directors Monthly Vocational Class Full Time Equivalent Daily Membership

o District Name – School/District – District- Main Tab

o District Number – School/District – District- Main Tab

o Prepared By -

o School Name/ Acad Session Name– School Main Tab – Reported School Name and Acad Session Tab – Acad Session Name

o School Number - School Main Tab – Reported School Number

o Phone – School Custom – Telephone Number

o Date

o For Period – Attendance Month – Last membership day of attendance month, Annual Print today’s date or Attendance End Date.


o Career Cluster – CIP code for the courses being reported

o State Course Number/ Name – State Course Number Course Long Name

o Course must have student(s) enrolled and State Course number is Vocation (State Course List)

o Grade “N: FTEADM – ADM of all students enrolled in the courses being reported that are not from another district, grade level I (07-12, T7, or T8) and District Service option 07, 08, or 09. Exclude students with student schedule custom tab “Vocational Outside IEP” checked.

o Grade 7-8 FTEADM- ADM for students enrolled in the courses being reported that are not from another district, grade level is 07, 08, T7, or T8, and doesn’t have a district service for option 07, 08, or 09.

o Grade 9 FTEADM – ADM for students enrolled in the course being report that are in grade level 09, not from another district, and doesn’t have a district service for option 07, 08, or 09.

o Grade 10 -12 FTEADM - ADM for students enrolled in the course being report that are in grade level 10, 11 or 12, not from another district, and doesn’t have a district service for option 07, 08, or 09.

o Gross FTEADM – Sum of Columns 1-4.

o =/- Other FTEADM- Negative values display with a minus sign to indicate the value should be subtracted from the GROSS FTEADM.

Additions (Received) • Add (In District) students enrolled in vocational sections where:

o The reported school number of the student is not the reporting school number on the custom tab. (student from another school within the district)

• Add (Out of District) students enrolled in vocational sections where:

o Student Custom Field Home District is not blank or not context district number (student is received from another school in another district)

Subtractions • Subtract (In District) students enrolled in vocational sections where:

Course/Section Service is NOT = the reported school number of the Student’s Reporting School (Student is sent to another school within the district.)

• Subtract (Out of District) students enrolled in Vocation Sections where: Course/Section Custom Field Service District is NOT = Context District Number (Student is sent to another school in another district)

• Net FTEADA – Sum of Gross FTEADM and Other +/- FTEADM

• Total Vocational by Course – Sum each ADM columns in the bottom row of the report:

InformationNOW TN State Exports and Reports Transportation ADT Report • 157

Report Layout

State Course Code Listing for Vocational Classes documented in the InformationNOW TN - State Course Codes.pdf

Transportation ADT Report

Data Setup & Entry Average Daily Transported (ADT) report includes a count of students designated as a bus rider, broken down by YTD, Reporting Period, Distance, and Attendance per reporting bus.

• Reporting Periods – Start and ending dates in the Academic Session (with description state code AS and AE in the description on the calendar)/ selected reporting month

• Count Date – Reporting period count date is reporting period end date. If Annual count date is the last day marked as ‘is instructional’

• Error Checking run export 015-District Bus and export 045-Student Transportation.

Setup

• Transportation Code should use state code T (Student/ Setup/ Transportation Code)

• Bus Active– (System Preference/ Setup/ Lookup – Bus)

• Specially equipped buses- Bus number assigned with suffix S-Z (ex. 1234S)

• Standard Bus – Numeric Bus numbers only.

• Standard Bus with multiple routes – Bus number assigned with prefix A-R (ex. A1234)


158 • Transportation ADT Report InformationNOW TN State Exports and Reports

• Student AM Bus, Student PM Bus, and Student Miles from School (Students/ Student Maintenance/ Student/ School Tab)

• Unduplicated count of students enrolled at least one day during the reporting period and the transportation method state code is T.

• Include student:

o Students with active Transportation Method with State Code T during the reporting period (Transportation date is less than reporting date even if in previous acad session(s))

o Enrolled students during reporting period in Grade Level K or greater

o AM and/or PM Bus and Miles from School is 1.5 or greater

o Specially Equipped Bus (ex. Bus#S) regardless of Miles from School

• Exclude students:

o Out of State, non – resident students that have a district service ‘Out of State’

o Pre-Kindergarten students in grade level P3 and P4

o Expelled students with Dispositions state code = ‘E’ during reporting time.(Exception –Special Education Students with District Service Special Education Option)

• No student can earn more than 1.0 ADT - .5 for AM Bus and/or .5 for PM Bus (calculated for the time period the student is reported as riding the bus).

Layout 1. Report Run Date

• Annual – last membership day of the Academic Session with calendar description AE • Monthly – last membership day of the selected Attendance month

2. Report Period • Annual – last membership day of the Academic Session with calendar description AE • Monthly – last membership day of the selected Attendance month

3. School Year – Academic Session Year (School/District / School – Acad. Sessions Tab –Academic Year) 4. District Name (School/District / District – Main Tab –District Name) 5. School Name – School Name/ Academic Year (School/District / School – Main Tab–School Name) 6. District Number – four digit number (School/District / District – Main Tab –District Number) 7. School Number – Reporting School Number - (School/District / School – Main Tab– Reported School

Number) 8. Bus – non duplicated Bus numbers (System Preferences/ Setup/ Bus) 9. Bus Enrollment Year to Date – Include all students with active Transportation Method during the reporting

period. (AS calendar date through the date the report is generated or AE calendar date.) • AM-export counts for student where the AM bus is not blank (value per student .5) • PM- export counts for student where the PM bus is not blank (value per student .5). • Total- AM + PM total

10. Bus Enrollment Total for Period - Include all students with active Transportation Method for at least one day during the reporting period. (Reporting period start and end date.)

• AM- Count for student transportation on or before Reporting Period End Date where A.M. Bus is not blank (value per student .5)

• PM- Count for student transportation on or before Reporting Period End Date where A.M. Bus is not blank (value per student .5)

• Total- AM + PM total 11. Bus Enrollment 1.5 Miles or greater for Period - Include only students with active Transportation Method for

at least one day during the reporting period and miles from school is at least 1.5 on a standard bus or student rides specially equipped bus. (Reporting period start and end date.)

InformationNOW TN State Exports and Reports Transportation ADT Report • 159

• AM- export counts for student transportation on or before reporting period end date where AM Bus in not blank and Miles from School >= 1.5.

• PM- export counts for student transportation on or before reporting period end date where AM Bus in not blank and Miles from School >= 1.5.

• Total – AM + PM total during Report Period. 12. Attendance for Transportation (Include only students who are transported 1.5 or more miles or ride a

specially equipped bus) Exclude- Grade Level P3, P4, or NA, No Show students, and Out of State students. Student daily absence where the absence reason state code is blank, absence level is all day and no check in/ out record for the day. Expelled students where the disposition dates are within the reporting period.

• AM- Sum of days in attendance (.5 per student) 1. Exclude student with daily absence record with the Exception of a Check/In or Check/Out this

should count in total. 2. Exclude days the student is expelled. (Disposition state code E) 3. Exception: Special Ed student with a District Service Type of Special Education should never

be excluded based on disciplinary action. • PM- Sum of days in attendance (.5 per student)

1. Exclude students with daily absence record with the Exception of a Check/In or Check/Out this should count in total.

2. Exclude days the student is expelled. (Disposition state code E) 3. Exception: Special Ed student with a District Service Type of Special Education should never

be excluded based on disciplinary action. • Total – AM + PM total during the Reporting Period.

13. ADT- Average Daily Transportation per Bus. ADT calculation – Days present transportation * (AM + PM) / Reported Period

14. Total – sum of each column displayed in last row of each column.

Report Layout

160 • InformationNOW TN –Discipline Report InformationNOW TN State Exports and Reports

Note: When children with disabilities are suspended or expelled, whether or not it is a manifestation of their disability, they should be continued to be included in ADM, ADA, ADT reports, as well as the D & A reports. According to Federal regulations, children with disabilities must be provided services according to their IEP and maintain progress in the general curriculum whether or not they have been suspended or expelled. All children with disabilities (Special Ed options 1-10) are included.

InformationNOW TN –Discipline Report

Data Setup & Entry The purpose of this file is to populate and update EIS with student discipline data. The student discipline report is broken down into several sub-reports allowing the school/district to see infractions and dispositions by race, grade and gender. Export 1 record per student per primary occurrence infraction per acad session selected. Dispositions dates cannot have overlapping dates.

Note: Calendar must have calendar events CS – Calendar Start Date, AS – Attendance Start Date, AD – Attendance End Date, and CE – Calendar End Date.

Setup The following codes must be set up under System Preferences | Setup.

Discipline Infractions

Note: Shaded codes are for CDRC report and should be mapped with the local district codes (if applicable).


Zero-Tolerance

Drugs 17 Y

Handgun 18 Y

Rifle or Shotgun 19 Y

Explosive Device 20 Y

Non-lethal Firearm 21 N

Other Weapon 22 N

Alcohol 23 N

School Rules 24 N

Theft of Property 25 N

Vandalism 26 N

Bomb Threat 27 N

InformationNOW TN State Exports and Reports InformationNOW TN –Discipline Report • 161


Zero-Tolerance

Other Threat 28 N

Bullying 29 N

Fighting 30 N

Sexual Harassment 31 N

Staff Assault 32 Y

Student Assault 33 Y

Sexual Assault 34 N

Aggravated Staff Assault 35 Y

Aggravated Student Assault 36 N

Attempted Homicide 37 N

Homicide 38 HOM N

Rape or Attempted Rape RAP

Sexual Battery BATT

Robbery with Weapon ROBWW

Robbery with firearm/exp dev ROBWX

Robbery without a weapon ROBWOW

Physical attack/fight with weapon ATTWW

Physical attack/fight with firearm/exp dev ATTWX

Physical attack/fight without a weapon ATTWOW

Threats of physical attack with weapon THRWW

Threats of phy attack with firearm/exp dev THRWX

Threats of physical attack without a weapon THRWOW

Possession of a firearm/exp dev POSSWX

Harassed or bullying on basis of sexual orientation BULLYORI

Harassment or bullying on the basis of religion BULLYREL

Discipline Dispositions Code Name Auto

Create State Code NCES/ Other Code

ISS In School Suspension N I ISS

OSS Out of School Suspension Y S OSS


Code Name Auto Create

State Code NCES/ Other Code

COP Change of Placement Y R ALT

EXP Expulsion with services Y E EXPEX

E Expulsion without services E EXP

Corporal Punishment CORP

Mechanical Restraint MR

Physical Restraint PR

Refer to law enforcement LAW

Seclusion SEC

Zero-Tolerance Infractions Name State Code NCES/ Other Code Zero-Tolerance Drugs 17 1600 Y

Handgun 18 0011 Y

Rifle or Shotgun 19 0012 Y

Explosive Device 20 0013 Y

Staff Assault 32 1300 Y

Aggravated Staff Assault 35 1300 Y

Discipline Location Name Description Code State Code Administrative Office Area Administrative Office Area OFICE OFFICE

Athletic Field Athletic Field FIELD FIELD

Auditorium Auditorium AUDIT

AUDIT

Bus Stop Bus Stop BSSTP BUSSTOP

Cafeteria Area Cafeteria Area CAFÉ CAFÉ

Computer Lab Computer Lab CMLAB CMLAB

Hallway or stairs Hallway or stairs HALL HALL

Library/media center Library/media center LIBMC LIBMC

Locker room or gym areas Locker room or gym areas LKER LKER

Off Campus Off Campus OCPS OCPS

Off Campus other district Off Campus at another school district facility

OCSDF OCSDF

Off Campus other school Off Campus at another school OCAS OCAS

Off Campus Sch Spons Act Off-campus at a school sponsored activity

OCSSA OCSSA

Off Campus unrelated

Off-campus at another location unrelated to school

UNREL

UNREL

On Campus On Campus ONCPS ONCPS

On campus other outside area On campus other outside area OCOOA OCOOA

Online Online ONLN ONLN

Other inside campus area Other inside campus area OICA OICA


Name Description Code State Code Parking Lot Parking Lot PKGLT PARKINGLOT

Restroom Restroom REST REST

School Bus School Bus BUS BUS

Stadium Stadium STDM STADIUM

Unknown Unknown UKN UKN

Walking to or from school Walking to or from school WALK WALK

Action Taken Name State Code IEP Team Decision 3

Removal by Hearing Officer 1

Data Entry

• Go to Students | Student Maintenance. Search for and View a student. Click Discipline under the Manage menu on the left. Verify the following:

o Infraction

o Date

o Disposition

o Disp Date

o End Date

o Action Taken (if applicable)

o Action date (if applicable)



• Include student discipline for all students enrolled at least one day in the acad session reported.

• Report Primary Occurrence Infraction and Occurrence Disposition only.

• Only report Reporting (Home) school students.

Report Layout

• School Year – Year from Acad Session Start and End Date

• District Number: Go to School/District | District. Verify District Number on the Main tab.

• District Name: Go to School/District | District. Verify District Name on the Main tab.

• School Number: Go to School/District | School. Search for and select to View the school. Verify Reported School Number on the Main tab.

• School Name: Go to School/District | School. Search for and select to View the school. Verify School Name on the Main tab.

• Section 1: Incidents of Suspensions by Grade o This section of the report is a count of ALL primary occurrence dispositions of expulsion for each grade

level by ethnicity/race/gender.


• Section 1: Long Term Changes of Placement by Grade o This section of the report is a count of ALL primary occurrence dispositions of change in placement for

each grade level by ethnicity/race/gender.

• Section 1: In-School Suspensions by Grade

o This section of the report is a count of ALL primary occurrence dispositions of in-school suspension for each grade level by ethnicity/race/gender.


• Section 2: Incidents of Suspensions by Cause o This section of the report is a count of ALL primary occurrence dispositions of out of school suspension for

each infraction by ethnicity/race/gender.

• Section 2: Incidents of Expulsions by Cause o This section of the report is a count of ALL primary occurrence dispositions of expulsion for each

infraction by ethnicity/race/gender.


• Section 2: Long Term Changes of Placement by Cause o This section of the report is a count of ALL primary occurrence dispositions of change of placement for



• Section 2: In-School Suspensions by Cause o This section of the report is a count of ALL primary occurrence dispositions of in-school suspension for


• Section 3: Student Disciplined by Race and Sex o This section of the report is a count of primary occurrence dispositions by ethnicity/race/gender

170 • InformationNOW TN – Annual Dropout Report InformationNOW TN State Exports and Reports

InformationNOW TN – Annual Dropout Report

Data Setup & Entry This report includes an unduplicated count of dropout students up to a given date. This will report for each school separately.


Export an unduplicated count of currently withdrawn and no show students with Enrollment state code of 00 or 01.





• Reporting Period: Prints Annual or Name of the Attendance Month selected (01-09) or the Report Count Date.

• Completed By:

o Go to School/District | School. Search for and select to View the school. Click the Custom tab and verify Completed By.

o Go to School/District | District. Click the Custom tab. Verify Completed By.

• Telephone: Go to School/District | School. Search for and select to View the school. Click the Custom tab. Verify Telephone Number; or, go to School/District | District. Click the Custom tab. Verify Telephone Number.

• Male: Count of Male dropouts by Gender and Race/Ethnicity.

• Female: Count of Female dropouts by Gender and Race/Ethnicity.

• Total: Total count of Male and Female dropouts by Gender and Race/Ethnicity. Each Table contains the following Totals:

o Row Total: Sum of each Race/Ethnicity row

o Column Total: Sum of each Grade Level column

o Total/ Total: Sum of totals displayed in the bottom-left cell

o The sum of the last column and the last row should reconcile to this number.

InformationNOW TN State Exports and Reports InformationNOW TN – End of Month Membership Report • 171

Report Layout

InformationNOW TN – End of Month Membership Report

Data Setup & Entry This report includes an unduplicated count of students in membership (currently enrolled) on a given date.


Export Reporting (Home) School students only.

Unduplicated count of student membership (Currently Enrolled) on date defined on the period selected. Annual report will return counts for the last day of the Acad Session. Reporting Month (01-09) will return counts for the last day of the

172 • InformationNOW TN – End of Month Membership Report InformationNOW TN State Exports and Reports

attendance month selected. Count Date will return counts for students enrolled on or before the date selected. Print one report for each school.

• Title: Membership as of [Reporting Period Selected] By School and District






• Completed By:




• Table Variations o Male: Membership of male students by Grade and Race/Ethnicity.

o Female: Membership of female students by Grade and Race/Ethnicity.

o Total: Membership of male and female by Grade and Race/Ethnicity.

• Totals o Row Totals: Sum of each Race/ Ethnicity row (last column each row)

o Column Totals: Sum of each Grade Level column (last row of each column)

o Total/Totals: Sum of the last column and the sum of the last row should reconcile to this number (bottom left cell where row total and column total intersect)

InformationNOW TN State Exports and Reports InformationNOW TN – Net Enrollment Report • 173

Report Layout

InformationNOW TN – Net Enrollment Report

Data Setup & Entry This report includes an unduplicated count of students enrolled with enrollment reason of E, E1, or EC at least one day up to a given date. Export an unduplicated count of students enrolled at least one day during the time period selected where the enrollment reason has a state code of E, E1, or EC.

Note: If a student has multiple enrollment transactions report the most recent.

Only Reporting (Home) School students can be exported.

174 • InformationNOW TN – Net Enrollment Report InformationNOW TN State Exports and Reports

Calendar must have calendar events CS – Calendar Start Date, AS – Attendance Start Date, AD – Attendance End Date, and CE – Calendar End Date.






• Completed By:




• Male: Net Enrollment for Male students by Gender and Race/Ethnicity.

• Female: Net Enrollment for Female students by Gender and Race/Ethnicity.

• Totals: Net Enrollment of Male and Female students by Gender and Race/Ethnicity. Each Table contains the following totals:

o Row Total: Sum of each Race/Ethnicity row

o Column Total: Sum of each Grade Level column

o Total/ Total: Sum of totals displayed in the bottom-left cell

o The sum of the last column and the last row should reconcile to this number.

InformationNOW TN State Exports and ReportsInformationNOW TN – Preliminary School Report – Grades PK-12 • 175

Report Layout

InformationNOW TN – Preliminary School Report – Grades PK-12

Data Setup & Entry The Preliminary School Data is submitted for each school for the Fall Semester and Spring Semester. The data are pulled from Master Schedule are used to check class size compliance, how many classes are out of compliance with class-size, and schools out of compliance with averages.


Valid Course/Master Schedule must have the following: (State Course List at the end of the document)

• Course Type

• Instructional Setting

176 • InformationNOW TN – Preliminary School Report – Grades PK-12InformationNOW TN State Exports and Reports

• Teaching Method

• State Course Number

• Is Instructional

• Is State Reported

• Active

• Staff attached to section (primary classification)

Note: If setting criteria on the Valid Course record, be sure to check to Apply Changes to Sections to copy the changes to all of the sections of the master schedule.

Note: Federally Funded Teacher: Primary teacher’s active primary staff school classification has a state code of FD (Federally Funded) will be excluded.

• Sections must have at least one student currently enrolled on the report count date to be included and section must be scheduled in the term of the report count date.


• Student counts per section: Student is counted in the section if enrolled in the section on the report count date.

• Student Grade Level – Student is counted in the grade level for the student on the report count date.

• Classes taught all year will be included in both Fall and Spring Semester reports.

• Illegal-Split occurs when a student is enrolled in a course where the student’s grade level is not in the Starting or Ending Grade Level Range.

• Vocational Education Course – Course from state course list below that selected to Report on Preliminary Report.

• Multiage – sections where more than one grade level is allowed. Report 1 row per section where state course number is 3 digits and starts with 9.

• Exclude Sections:

o Federally Funded Teacher: Primary teacher’s active primary staff school classification has a state code of FD (Federally Funded)

o Pullout: Section where Instructional Setting state code = P (Pull Out) o State Courses that are not reported as Preliminary Report (list below)

• Count Date – This is a user defined date that allows the user to generate the report for any date in the acad session.

Collection Period Rules Collection Period Dates/ Attendance Months Fall Semester Attendance Months 1 – 4

Spring Semester Attendance Months 5 – 9

State Course Number Rules Grade Levels State Course Number Rules T grade levels – T1- T8 01-08

P3, P4 and K 1-11

P3 and P4 2220, 2221, and 2222

P3 only 2223

P4 only 2224

1st – 8th 3 digit with grade number (example: 101 1st, 211 2nd, 321 3rd)

Self-contained/multi-age 3 digits beginning with 9

High School grade levels 4or 5 digits

EIA Max Capacity Rules Vocational Education Courses that have (VEPC) Vocational Education Program Code should be counted as Vocational Course. Grade Level(s) State Codes Max Capacity 00, 01, 02, 03, T1, T2, T3 25

04, 05, 06, T4, T5, T6 30


Grade Level(s) State Codes Max Capacity 07, 08, 09, 10, 11, 12, T7, T8 35 (Excluding VocEd sections)

Vocational Class regardless of Grade Level State course table Is Career Tech = 1 (List Below)

25

Report Layout

• Title: TENNESSEE DEPARTMENT OF EDUCATION PRELIMINARY SCHOOL REPORT_Grades PK-12 [Reporting Period selected]

• School Year: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click View Year Calendar. Verify start date yea.

• Report Date: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Verify attendance months.

• Fall: Last date in Attendance Month 4: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Verify last date of attendance month 4.

• Spring: Last date in Attendance Month 9: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Verify last date of attendance month 9.





Grade Level Group Class Size K-3, T1-T3 Count of students enrolled in sections that are grade level state code 00, 01, 02, 03, T1, T2, T3

4-6, T4-T6 Count of students enrolled in sections that are grade level state code 04, 05, 06, T4, T5, T6

7-12, T7,T8 Except VE Count of students enrolled in sections that are grade level state code 07, 08, 09, 10, 11, 12, T7, T8 Exclude from count sections with a state code that is counted in the Vocational Ed row.

Vocational Ed Count of students enrolled in sections where Is Career Tech = 1

Special Ed (Grade N) Sections with state course code is 3, 100, 200, 300, 400, 500, 600, 700, 800, 6107, 9101, 9104, 9108, 9109, 9111, 9112, 9125, 9129, 9133, 9149, 9153, 9157, 9190, 9194, 9195, 9401, 9404, 9408, 9421, 9438, 9439, 9440, 9441, 9446, 9447, 9448, 9449, 9453, 9457, 9465, 9466, 9467, 9468, 9469, 9490, 9494, 9495, 9496, 9701, 9702, 9703, 9704, 9705, 9706, 9707, 9708, 9709, 9710, 9711, 9712, 9713, 9714, 9715, 9716, 9717, 9718, 9719, 9720, 9721, 9722 and all students have an active district service code of 07, 08, or 09. (Exclude from Non-compliant column.)

Pre-Kindergarten Sections with state course code is 2, 2220, 2221, 2223, or 2224. (Exclude from Non-compliant column.)

Totals Total No classes – count of sections that meet criteria for class size by group


EIA Grade Level Avg – number of students/ number of sections (Exclude Special Ed (Grade N) and Pre-K classes.) School Grade Level Group Avg- number of students by grade level/ number of sections (should be 2 decimal places 12.23) (Exclude Special Ed (Grade N) and Pre-K classes.) EIA Max Class Size - Refer to EIA Max Capacity Rules Table Above (Exclude Special Ed (Grade N) and Pre-K classes.) Out/ Comp – Print * if any Grade Level Group Avg is greater than the school Grade Level Avg or exceeds the EIA Maximum (Exclude Special Ed (Grade N) and Pre-K classes.) Totals – Sum of Total No. Classes column

Illegal Splits SDE Course Code State Course Number (Scheduling/ Master Schedule/ View Course – State Course Number)

Local Class Number Full Section Number including decimal point (Scheduling/ Master Schedule/ View Course - Course Number and Section Number) example 101.01

Grade Levels within a Class List of all state codes for student grade level enrolled in the section that are not allowed in the section. Example 04,05,06

Class Size Count of students enrolled in section

EIA Max Class Size Refer to EIA Max Capacity Rules Table Above

Out/ Comp Print * section Max number of students enrolled exceeds EIA Maximum

Totals Totals will only be returned for the ‘Class Size’ column.

Multiage These are sections where state course number length is 3 and begins with 9. SDE Course Code State Course Number (Scheduling/ Master Schedule/ View Course – State Course Number)

Local Class Number Full Section Number including decimal point (Scheduling/ Master Schedule/ View Course - Course Number and Section Number) example 101.01

Grade Levels within a Class List of all state codes for student grade level enrolled in the section Example 04,05,06

Class Size Count of students enrolled in section

EIA Max Class Size Refer to EIA Max Capacity Rules Table Above

Out/ Comp Print * section Max number of students enrolled exceeds EIA Maximum


Report Layout No data will be returned in cells with the red X marker as shown below.

State Course Code List can be found at the following link- InformationNOW TN - State Course Codes.pdf.


InformationNOW TN State Exports and Reports InformationNOW TN – Preliminary Staff Report • 181

InformationNOW TN – Preliminary Staff Report

Data Setup & Entry The Preliminary Staff Data will be submitted for each school for the Fall Semester and Spring Semester. All classes that are scheduled will be included. All professional staff will be included, even if they are not scheduled for a class.

Calendar must have calendar events CS – Calendar Start Date, AS – Attendance Start Date, AD – Attendance End Date, and CE – Calendar End Date.

Verify staff information entered under Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab. Verify the following:

• Include all staff with active staff classification as of report count date.

• Staff not assigned to a section will be counted in Staff Assignments table.

• Only staff assigned to a section will report in the Section Staff Details.

• A staff member/teacher can only be counted one time on the report per school.

• If a staff member is assigned to more than one school, report the staff member under both schools.

• If staff member is assigned to more than one classification in the same school, report the staff member under the classification with the highest FTE value.

• Full Time Staff are active with FTE = 1.00.

• Part Time Staff are active with FTE < 1.00.

182 • InformationNOW TN – Preliminary Staff Report InformationNOW TN State Exports and Reports

Layout

• Title: Preliminary Staff Report

• School Year: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click View Year Calendar. Verify start date yea.

• Report Date: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Verify attendance months.

• Fall: Last date in Attendance Month 4: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Verify last date of attendance month 4.

• Spring: First date in Attendance Month 5: School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Click School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View academic session. Verify start date of attendance month 5.




• School Name: Go to School/District | School. Search for and select to View the school. Verify School Name on the Main tab. School Year: Year Acad start date – Year Acad end date (2014-2015)

• District Approval By: Blank line

• District Approval Date: Blank line

• Staff Assignments Table:

o Supervising Principal: Staff member with a Classification that has been assigned a State Code of one of the following: PE, PM, PS, PP, PV, PO, PF, PN, PG, PQ, PW, PR. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab to verify the classification.

o Teaching Principal: Staff member with a Classification that has been assigned a State Code of one of the following: TE, TM, TS, TT, TV, TO, TF, TN, TG, TQ, TW, TR. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab to verify the classification.

o Assistant Principals: Staff member with a Classification that has been assigned a State Code of one of the following: AE, AM, AS, AP, AV, AO. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab to verify the classification.

o Classroom Teachers: Staff member with a Classification that has been assigned a State Code of one of the following. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab to verify the classification.

Teachers - State Classification code: EA,EP,EM,ET,PK,KG,G1,G2,G3,G4,G5,G6,G7,G8,SG,FD,CC,CE,CM,CS,RC,RE,RM,LC,LE,LM,LS,MC,ME,MM,MS,TT,VT,SU,SE,SM,SS,LL,DL,AD,EL,AT

Guidance - State Classification code GE, GM, GS

Librarian - State Classification code LB, LF

ROTC - State Classification code RO

Special Needs – OD, ST, IG, LI, MP, CP, VP, HP, CO, IT


Total Professionals Full Time – Sum of Full Time Principals and Teachers (A, B, C, D)

Total Professionals Part Time - Sum of Full Time Principals and Teachers (A, B, C, D)

University Teacher - State Classification code UN

Full Time Grand Total - Sum of Full Time Professionals and University Teachers (A, B, C, D, E)

Part Time Grand Total - Sum of Part Time Professionals and University Teachers (A, B, C, D, E)

Section Staff Details Fall Semester – Include all classes/sections by primary staff member(s) that are scheduled any time from the Acad Start Date (including year-long classes) through the end of the Report Period/Attendance Month 4. Spring Semester – Include all classes/sections by primary staff that are active at the end of the Period/Attendance Month 5 and any scheduled through the end of the year (including year-long classes).

• Name: Exports Staff Name. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Summary tab. Verify the Name.

• License No.: Exports staff license number. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify the Teacher License Number.

• SSN: Exports staff social security number. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Main tab. Verify the Social Security No.

• SDE Course Code: Exports the State Course Number from the section in the master schedule. Go to Scheduling | Master Schedule. Search for and select to View the section. Verify the State Course Number.

• Local Class No.: Exports the course and section number from the master schedule. Go to Scheduling | Master Schedule. Search for and select to View the section. Verify the Course Number and Section Number.

• Number of Students: Count of students enrolled in the section on the report count date.

Report Layout


Staff Classification

Name Code State Code NCES 6-8 Assistant Principal AM AM

6-8 Consulting Teacher CM CM

6-8 Guidance Counselor GM GM

6-8 In-School Suspension SM SM

6-8 Supervising Principal (224 or less students) PN PN

6-8 Supervising Principal (225 or more students) PM PM

6-8 Supervisor of Instruction BI BI

6-8 Teaching Principal (224 or less students) TN TN

6-8 Teaching Principal (225 or more students) TM TM

6-8 Title I Language Arts LM LM

6-8 Title I Math MM MM

6-8 Title I Reading RM RM

9-12 Assistant Principal AS AS

9-12 Consulting Teacher CS CS

9-12 Guidance Counselor Grades GS GS

9-12 In-School Suspension SS SS

9-12 Supervising Principal (224 or less students) PG PG

9-12 Supervising Principal (225 or more students) PS PS

9-12 Supervisor of Instruction SI SI

9-12 Teaching Principal (224 or less students) TG TG

9-12 Teaching Principal (225 or more students) TS TS

9-12 Title I Language Arts LS LS

9-12 Title I Math MS MS

Adult/GED AD AD

Alternative School AT AT

Bus Assistant B_AST

Contracted Driver B_CON

Developmentally Delayed OD OD

Distance Learning DL DL

Elementary Art Specialist EA EA

Elementary Computer Tech Specialist ET ET

Elementary Music Specialist EM EM

Elementary Physical Ed Specialist EP EP

ESL Teacher EL EL

Federally Funded FD FD

Grade 1 G1 G1

Grade 2 G2 G2

Grade 3 G3 G3

Grade 4 G4 G4

Grade 5 G5 G5


Name Code State Code NCES Grade 6 G6 G6

Grade 7 G7 G7

Grade 8 G8 G8

Grades 9-12 SG SG

Inclusion Teacher IT IT

K-12 Assistant Principal AP AP

K-12 Supervising Principal (224 or less students) PQ PQ

K-12 Supervising Principal (225 or more students) PP PP

K-12 Teaching Principal (224 or less students) TQ TQ

K-12 Teaching Principal (225 or more students) TP TP

K-3 Consulting Teacher CC CC

K-3 Title I Language Arts LC LC

K-3 Title I Math MC MC

K-3 Title I Reading RC RC

K-8 Assistant Principal AE AE

K-8 Consulting Teacher CE CE

K-8 Guidance Counselor GE GE

K-8 In-School Suspension SE SE

K-8 Supervising Principal (224 or less students) PF PF

K-8 Supervising Principal (225 or more students) PE PE

K-8 Supervisor of Instruction EI EI

K-8 Teaching Principal (224 or less students) TF TF

K-8 Teaching Principal (225 or more students) TE TE

K-8 Title I Language Arts LE LE

K-8 Title I Math ME ME

K-8 Title I Reading RE RE

Kindergarten KG KG

Law Enforcement LAW LAWENF

Library Media Specialist LB LB

Library Media Specialist K-8(399 or less students) LF LF

Limited Language Proficient LL LL

Mechanic B_MEC

Nurse NRS NURSE

Pre Kindergarten/Preschool PK PK

Psychologist General GP GP PSYCH

Psychologist Special Education SP SP PSYCH

Regular Driver B_REG

ROTC RO RO


Name Code State Code NCES

School Social Worker SW SW SOCWKR

Security Guard SEC SECGRD

SpEd Assistant Principal AO AO

SpEd Comprehensive Program CP CP

SpEd Consulting Teacher CO CO

SpEd Hearing/Deaf Program HP HP

SpEd Intellectually Gifted IG IG

SpEd Language Program LI LI

SpEd Modified Program MP MP

SpEd Speech Program ST ST

SpEd Supervising Principal (224 or less students) PR PR

SpEd Supervising Principal (225 or more students) PO PO

SpEd Supervisor ES ES

SpEd Teaching Principal (224 or less students) TR TR

SpEd Teaching Principal (225 or more students) TO TO

SpEd Vision Program VP VP

Speech-Language Hearing Teacher SL SL

Substitute SU SU

Substitute Driver B_SUB

Superintendent/Director DS DS

Team Teaching TT TT

Title I Supervisor TC TC

University UN UN

Vocational VT VT

Vocational Director/Supervisor VO VO

VocEd Assistant Principal AV AV

VocEd Supervising Principal (224 or less students) PW PW

VocEd Supervising Principal (225 or more students) PV PV

VocEd Teaching Principal (224 or less students) TW TW

VocEd Teaching Principal (225 or more students) TV TV

InformationNOW TN State Exports and ReportsInformationNOW TN – Number of Promotions and Retentions Report • 187

InformationNOW TN – Number of Promotions and Retentions Report

Data Setup & Entry Report the total number of Promotions and Retentions for each school in the district by grade level. Also, include totals for the district by grade. This will report for each school separately and totals for the district. Retentions entered on the Grade Level History (Student/ Student Maintenance/ Student- Main tab- Grade Level Hist)

Note: Exclude Grade Levels P3 and P4.

• Student must have Retention or Promotion completed to export.

• Students can be marked retain on the student school tab. (used to retain on mass promotion).

• Student grade level history can be added for Demotion, Enrolled, Graduated, Mid-Year Promotion, Retained, or Withdrawn: Student Maintenance | Student Main Tab – Grade Level History.

• Mass Promotion will add the grade level history automatically Mgmt Console | Console – Promote students.

188 • InformationNOW TN – Number of Promotions and Retentions ReportInformationNOW TN State Exports and Reports

• Students will not report if Student Custom Home District or Home School Number is not the school of content.

• Graduating students must have Expected Graduation Date and Graduated populated. Student Maintenance | Student Main Tab – Expected Graduation Date / Graduated.

• Calendar must have calendar events AS- Attendance Start Date, AD – Attendance End Date, CS- Calendar Start Date, and CE- Calendar End Date. School/District | School – Acad Session Tab – current acad session – view year calendar

• Students will be counted in the grade level before the promotion.

• Only report students from the Reporting (Home) School.

• Report will include school and district totals.

Report Types

• Regular Report – Include non- special education students and special education students with district service codes 01-06 and 10.

• Special Education Report – Include students that have an active district service for codes 07-09 and export in Grade N.

• Both – Grade levels T1-T8 are included under their standard grade levels. Grades P3 and P4 are not included in the export.

Report Collection

• June 30 – Include all Promotions/ Retentions from the first Calendar Day (AS) through the count date.

InformationNOW TN State Exports and ReportsInformationNOW TN – Number of Promotions and Retentions Report • 189

• End of Summer – Include all Promotions/ Retentions from the first Calendar Day (AS) through the count date.

Report Layout



• Dates: Prints Report Count Date.

• School District - Go to School/District | District. Main tab – District Name

• District Number - Go to School/District | District. Main tab – District Number

• Completed By:




• Date: Count date of report.

• Promotions:

o Reg: Students to include = Regular

o School Count: Count of students where Grade Level History Reason is either ‘Promoted’, ‘Promoted Mid Year’, or ‘Graduated’ (must have graduated checked on the student main tab) and the student does not have a District Service for Special Education (Grade N) sorted by grade level. Count student in the promoted from grade level within the report count date.

o District Count: Count of students where Grade Level History Reason is either ‘Promoted’, ‘Promoted Mid Year’, or ‘Graduated’ (must have graduated checked on the student main tab and the student does not have a District Service for Special Education (Grade N) sorted by grade level. Count student in the promoted from grade level within the report count date.

o Special Education – Count of students where Grade Level History Reason is either ‘Promoted’, ‘Promoted Mid Year’, or ‘Graduated’ and the student has an active District Service for Special Education (Grade N) sorted by grade level. Count student in the promoted from grade level within the report count date.

• Retentions:

o Reg: When students to include = Regular

o School Count: Count of students where Grade Level History Reason as of report count date is ‘Retained’ and the student does not have a District Service for Special Education (Grade N) sorted by grade level.

o District Count: Count of students where Grade Level History Reason as of report count date is ‘Retained’ and the student does not have a District Service for Special Education (Grade N) sorted by grade level.

o Special Education: Count of students where Grade Level History Reason as of report count date is ‘Retained’ and the student has an active District Service for Special Education (Grade N) sorted by grade level.

• Total: o School Count: Column totals for Retentions and Promotions per school.

190 • InformationNOW TN – Number of Promotions and Retentions ReportInformationNOW TN State Exports and Reports

o District Count: Column totals for Retentions and Promotions per district.

Report Layout

Regular Student Header

Regular Report Body Exclude Grade N (Special Education District Service Options 7, 8, and 9)

Special Education Header

InformationNOW TN State Exports and ReportsInformationNOW TN – Report of 12th Graders/Special Education Report of 12th

Special Education Body Exclude CDC students.

InformationNOW TN – Report of 12th Graders/Special Education Report of 12th Graders

Data Setup & Entry Report of 12th Graders and Special Ed Report of 12th Graders are sent in at the end of the school year (Spring/Summer completions) and include all 12th graders who have graduated or are enrolled on graduation day whether they will graduate or not. A diploma type is a student goal record, marked as a diploma goal with a valid state code.


Only export reporting (home) school students.

• Set up Goals. Go to System Preferences | Setup. Select Goals Sought and click Refresh. Verify the following:


Special Education Diploma Special Education Diploma 3 Y


192 • InformationNOW TN – Report of 12th Graders/Special Education Report of 12th GradersInformationNOW TN State Expor

Goal Name Description State Code Diploma No diploma No diploma senior but did not complete 5 Y

GED GED 6 Y

Occupational Diploma Occupational Diploma 7 Y Technical/CTE Technical or Focus of Study CTE T


Dual Dual D

• Attach Goals (Diploma Type) to students:

o Individual Student: Go to Students | Student Maintenance. Search for and select to View the student. Click the Goals Sought option under the Manage menu on the left. Assign the appropriate goal.

o Group Of Students: Go to Students | Mass Manage. Select Student Goals/Career Plans. Follow the steps for assigning the goal to a group of students.

• Graduate: Student must be promoted to Graduated status on their Grade Level History with Graduation date unless no Diploma was awarded. Go to Students | Student Maintenance. Search for and select to View the student. Click the Hist link next to the student’s Grade Level. Verify the student has a record with the Reason of Graduated and a Start Date assigned.


• Student must have Expected Graduation Date populated and Graduated checked. Go to Students | Student Maintenance. Search for and select to View the student. On the Main tab enter the Expected Graduation Date and check Graduated.

• Grade Level 12 must have correct state code 12. Go to Students | Setup. Select Grade Level from the list and click Refresh. Confirm that grade 12 has a State Code of 12.

• Enrollment Reason must have the correct state code. Go to Students | Setup. Select Enrollment Reason from the list and click Refresh. Confirm the following state codes have been entered on the corresponding reason.

Enrollment Reason Class State Code Regular E,R E

Out of State E,R E1

Transferred Enrollment E,R TR

Early Graduation W,N 12

• 12th grade Special Education or Adult Students with District Service state code (OPT1-1-10 and D) and Enrollment Reason state code E, E1, TR, or12.

Regular Students

194 • InformationNOW TN – Report of 12th Graders/Special Education Report of 12th GradersInformationNOW TN State Expor

• Summer Collection:

o Count Students where Graduated is checked (Student- Main Tab- Graduated)

o Expected Graduation Date > July 1st (Student- Main Tab- Expected Graduation)

o Goal Sought - If Diploma Type is blank then export 1

• Spring Collection:


o Expected Graduation Date > May 1st and < July 1st (Student- Main Tab- Expected Graduation)

o Goal Sought- If Diploma Type is blank then export 1

• Early Graduates:


o Expected Graduation Date < May 1st (Student- Main Tab- Expected Graduation


Special Education Students

• Summer Collection


o Expected Graduation Date > July 1st (Student- Main Tab- Expected Graduation Date)


o Student has an active District Service Type Special Education Option

• Spring Collection


o Expected Graduation Date > May 1st and < July 1st (Student- Main Tab- Expected Graduation



• Early Graduates


o Expected Graduation Date < May 1st (Student- Main Tab- Expected Graduation



Note: When printing the report for collection ‘Summer’, ‘Spring’, or ‘Early Graduates’ print report layout for both Regular and Special Education

• Exclude Students – Regular and Special Education

o District Service Adult


Report Layout Title: Report of 12 Graders





• School Address: Go to School/District | School. Search for and select to View the school. Verify School Address on the Main tab.

• City& Zip Code: Go to School/District | School. Search for and select to View the school. Verify City, State and Zip on the Main tab.

• Phone Number: Go to School/District | School. Search for and select to View the school. Verify Telephone Number on the Custom tab. If blank, exports the Telephone Number on the district’s Custom tab.

• Graduation Period: Collection based upon selection

o Spring: Count of students where Grade Level History Start Date is greater than May 1st and less than July 1st

o Summer: Count of students where Grade Level History Start Date is greater than July 1st

o Early Graduate: Count of students where Grade Level History Start Date is less than May 1st

• School Year: Go to School/District | School. Search for and select to View the school. Click the Acad Session tab. Click to View the academic session. Verify Year.

• Graduation Period: Collection based upon selection




• Males: Count of Males grouped by Gender and Race/Ethnicity breakdown by Diploma Type.

Note: If Early Graduates collection exclude diploma type No Diploma state code 5.

• Total Males: Net Count of Males by Diploma Type.

• Females: Count of Females grouped by Gender and Race/Ethnicity breakdown by Diploma Type.

• Total – Sum of columns.

• 12 Graders in Spring or Summer graduating class who failed to meet minimum standards for graduation:

• Spring or Summer count of students o Regular – graduated checkbox not checked, not a Special Education student

o Special Ed – Graduated checkbox not checked, Active Special Education student and not an Adult student

o Report includes both Regular and Special Education students.

• Grand Total – Sum of each column displays in last row of each column.

196 • InformationNOW TN – Roster Of Graduates Report InformationNOW TN State Exports and Reports

If ‘Early Graduates’ collection exclude diploma type ‘No Diploma’ state code 5.

Report Layout

InformationNOW TN – Roster Of Graduates Report

Data Setup & Entry The Roster of Graduates report is a listing of any students who receive a diploma during any portion of a school year. This report will detail a list of students in Alpha order (girls first then boys) by diploma types: Regular, Honors, Special Education, and High School Certificate. A separate report for each type is needed.

• Set up Goals. Go to System Preferences | Setup. Select Goals Sought and click Refresh. Verify the following:


Special Education Special Education Diploma 3 Y

InformationNOW TN State Exports and Reports InformationNOW TN – Roster Of Graduates Report • 197

Goal Name Description State Code Diploma Diploma


No diploma No diploma senior but did not complete 5 Y

GED GED 6 Y

Technical/CTE Technical or Focus of Study CTE T


Dual Dual D

• Attach Goals (Diploma Type) to students:

o Individual Student: Go to Students | Student Maintenance. Search for and select to View the student. Click the Goals Sought option under the Manage menu on the left. Assign the appropriate goal.

o Group Of Students: Go to Students | Mass Manage. Select Student Goals/Career Plans. Follow the steps for assigning the goal to a group of students.

• Graduate: Student must be promoted to Graduated status on their Grade Level History with Graduation date unless no Diploma was awarded. Go to Students | Student Maintenance. Search for and select to View the student. Click the Hist link next to the student’s Grade Level. Verify the student has a record with the Reason of Graduated and a Start Date assigned.

• Student must have Expected Graduation Date populated and Graduated checked. Go to Students | Student Maintenance. Search for and select to View the student. On the Main tab enter the Expected Graduation Date and check Graduated.

198 • InformationNOW TN – Roster Of Graduates Report InformationNOW TN State Exports and Reports

Note: Export each Diploma Type by School.

Report Layout

• Type of Diploma: Regular, Special Education, High School Certificate, Honors

• High School: Go to School/District | School. Search for and select to View the school. Verify School Name on the Main tab.

• School District: Go to School/District | District. Verify the District Name on the Main tab.

• City: Go to School/District | School. Search for and select to View the school. Verify City on the Main tab.

• Date of Graduation: Collection based upon selection.




• Phone Number: Go to School/District | School. Search for and select to View the school. Verify Telephone Number on the Custom tab. If blank, exports the Telephone Number on the district’s Custom tab.

• Type of Diploma: Goal Diploma Type Regular, Special Education, High School Certificate, and Honors.

• Total Number of Graduates on this page: Net count of students listed on the page.

• Count & Full Name of Pupil: Count for the number of students & Student Full Name list in Alpha order (Last Name) by Gender (Female first) for grade level 12, Graduated checked, Diploma, and Grade Level History Start Date for reason ‘Graduated’.

InformationNOW TN State Exports and Reports InformationNOW TN – Roster Of Graduates Report • 199

200 • InformationNOW TN – Special Education Import and State ID ImportInformationNOW TN State Exports and Reports

InformationNOW TN – Special Education Import and State ID Import

About this Report Both the Special Education and State ID imports are automated.

InformationNOW TN State Exports and Reports Index • 201

Index

2 200 Day Accountability 146

A About this Report 200 Absent Reason and Category 100 ADM Vocational Report 152

C Calculations for Standard Day 154 Calendar Event Codes 6, 15, 26, 36 Calendar Event Requirements 7, 16, 28, 37 Calendar Events 148 Collection Period Rules 177

D Data Entry 86, 163 Data Layout 149 Data Setup & Entry 2, 12, 19, 23, 25, 31, 35, 40, 44, 52,

59, 67, 70, 74, 80, 84, 90, 95, 99, 103, 107, 111, 115, 121, 125, 128, 137, 140, 144, 146, 152, 157, 160, 170, 171, 173, 175, 181, 187, 191, 196

E EIA Max Capacity Rules 177

F File format Sample 18 File Layout 10, 17, 21, 24, 29, 34, 38, 41, 49, 56, 64,

69, 73, 78, 82, 88, 93, 98, 102, 106, 109, 114, 118, 124, 127, 134, 139, 142, 145

G Grade Level Group Class Size 178

I Illegal Splits 179 InformationNOW TN - 200 Day Calendar 010 2 InformationNOW TN - 200 Day Event Calendar 011 12 InformationNOW TN - Annual Dropout Report 170 InformationNOW TN - Class Section 03 40 InformationNOW TN - Class Section Schedule 031 44 InformationNOW TN - District Bus 015 19 InformationNOW TN - District Bus Staff 016 23 InformationNOW TN - End of Month Membership

Report 171 InformationNOW TN - Instructional Program 020 25 InformationNOW TN - Instructional Program Period

021 31 InformationNOW TN - Net Enrollment Report 173 InformationNOW TN - Number of Promotions and

Retentions Report 187 InformationNOW TN - Preliminary School Report -

Grades PK-12 175 InformationNOW TN - Preliminary Staff Report 181 InformationNOW TN - Report of 12th Graders/Special

Education Report of 12th Graders 191 InformationNOW TN - Roster Of Graduates Report

196 InformationNOW TN - School Days 022 35 InformationNOW TN - Special Education Import and

State ID Import 200 InformationNOW TN - Staff Member 060 115 InformationNOW TN - Staff Member Class

Assignment 063 125 InformationNOW TN - Staff Member Current

Assignment 062 121 InformationNOW TN - State Exports and Reports 1 InformationNOW TN - Student 52 InformationNOW TN - Student Attendance 049 99 InformationNOW TN - Student Choice Applied 083

144 InformationNOW TN - Student Class Assignment 048

95 InformationNOW TN - Student Classification 044 74 InformationNOW TN - Student Club Membership 052

111 InformationNOW TN - Student Disciplinary Action 84 InformationNOW TN - Student End Of Service 051

107 InformationNOW TN - Student Enrollment 041 59 InformationNOW TN - Student Final Grade 080 128 InformationNOW TN - Student Funding Status 042 67 InformationNOW TN - Student Instructional Grade 043

70 InformationNOW TN - Student Instructional Services

081 137 InformationNOW TN - Student Standard Day 047 90 InformationNOW TN - Student Support Services 082

140

202 • Index InformationNOW TN State Exports and Reports

InformationNOW TN - Student Transportation 045 80 InformationNOW TN - Student Withdraw 050 103 InformationNOW TN -Discipline Report 160

L Layout 155, 158, 182

M Multiage 179

O Overview 1

R Regular Students 193 Report Collection 188 Report Layout 157, 159, 165, 171, 173, 175, 178, 180,

183, 189, 190, 195, 196, 198 Report Types 188

S Section Staff Details 183 Setup 84, 157, 160 Special Education Students 194 Staff Classification 184 State Course Number Rules 177

T Transportation ADT Report 157

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